Multiple User Requests
Administrators often face the challenge of creating or updating user details such as profiles, permissions, and assigned licenses for multiple users simultaneously in Salesforce, as the platform lacks a direct bulk action option.
User 360's Multiple User request feature addresses this need by enabling administrators to perform these actions on multiple users at once. User 360 offers two ways for managing actions on multiple users: Manual creation and Bulk Upload.
Manual Creation
How to create Multiple user requests?
In the “Request for” field, select “Multiple users” when creating a new request.
Choose the appropriate Process Template that will define the actions and workflows for the selected users.
Specify the Organization for the request. If you are working in a Connected Organizations environment, select the relevant Salesforce org(s) in which the request will be executed.
Once the necessary fields have been completed, click the Save button to save the request. You will be directed to the "Request Details" tab, where additional tabs and options become available for managing the request.
Under the “User List” tab, click the Edit button to start entering details for the users included in the request. Based on the Process Template selected, you will be prompted to fill in user-specific information related to the actions to be performed.
a. Use the Add Rows button to include as many user rows as needed for the request. This allows you to add multiple users and their corresponding details in a bulk format.
b. Once all details are entered, click on the Validate button to check for any errors or validation issues. This ensures that the request meets all requirements before proceeding to execution, reducing the risk of errors during processing.
NOTE: This tab is only for Primary Actions.
Under the “Details” tab, you can also set up common values that apply to all users in the request. This is useful for batch updates where the same information applies to all users (e.g., assigning the same role or permission set).
If the request includes Deactivate or Freeze User actions, use the User Reference Tab to review and manage any dependencies and references tied to the users before proceeding.
You can perform actions such as Remove or Replace users in critical roles (like Process Owner or Module Admin) to ensure that dependencies are properly addressed before executing the request.
Once all required information has been added for all the actions, you have two options:
a. Submit the request for immediate execution by selecting Execute Now.
b. Alternatively, you can schedule the execution by selecting the Schedule This Request tab, where you can set a specific date and time for the request to be processed.
Click Next and review all the credit related details for your bulk request here under the “Credits Required for this Request” pop up. Proceed to Submit
After the request is submitted, you can monitor its progress under the Related Requests Tab and the Logs Tab:
a. The Related Requests tab will display all related requests created for each user included in the original request, providing a consolidated view.
b. The Logs tab will capture the detailed status and execution updates for each action, ensuring full transparency of the request’s progress.
Happy Path/Failed Path
Upon successful completion of the multiple-user request, you can see the details of the executed request under the “Logs” tab. The status of the parent request record is also updated to “Completed” from “Submitted” ONLY if all the requests have been executed successfully.
But if the requests come across some errors:
If 3 requests were created under a parent request and the error occurred on the last request, the executed requests cannot be reversed. You can view the details under the “Log” tab.
The status of the parent request will remain “In Progress” but that child request status automatically be updated as “Error”.
The “Process Owner” of the request and the requestor will receive emails regarding this error.
In these cases, the requestor or the process owner can do one of the following:
Recall the submitted request by clicking the “Recall” button on the top header. Edit the details of the action and “Resubmit” the request.
Cancel the request and create a new one. However, once a request has been cancelled, no changes can be made to the request.
Logs
Under the “Logs” tab, you can access detailed insights into each executed action. On the left side, visualize the flow from request submission to completion or cancellation.
Expand or collapse the detailed breakdown version by selecting an action. The right side displays a table of logs, providing a comprehensive overview of user actions for the selected operation. You can track the date and exact time of each step on the individual requests executed.
If your process template includes a Transfer Record Action, a dedicated table displays action details. Additionally, you can individually open each request in a new tab to access download icons. Use the green icon to download success files and the red one for error files.
Bulk Upload
How to create requests via Bulk Upload?
Under the “User List” tab, start by clicking the “Download Template” button to download a pre-formatted data sheet containing all the necessary fields that need to be updated or created.
After downloading the file, review the instructions in the first few lines to understand the data preparation process.
Populate the data for each column based on the request requirements (e.g., user information, actions to be performed).
Important: Before saving the file, remove the instructional lines at the top of the template. Failure to do so may cause validation errors.
Save the file as a CSV format once the data has been finalized.
Click on “Upload file” button. This action will prompt a pop-up window.
Browse for your saved CSV file and select it for upload. In the pop-up, enter the row number where your header is located to ensure proper field mapping.
Optionally, if you have a predefined mapping file, select the Mapping File option to streamline the mapping process.
Once the file is uploaded, click "Next" to check if the fields in your CSV file are automatically mapped to the corresponding fields in the User Object.
a. If any fields are mapped incorrectly, you can adjust them on this screen. Use the Reset button to revert any changes to the system’s automatically mapped fields.
b. After adjusting the mappings, you can Save Mappings for future use, making the upload process faster next time.
After confirming the field mappings, click Next and then click the Validate button to ensure all information in the file is mapped correctly, and that no validation rules or data requirements are missed.
a. If validation is successful, you can proceed to save the request.
b. If any errors are identified during validation, they will be highlighted. You can either correct the errors directly in the validation page or make edits in the CSV file and re-upload it for another validation check.
Once all details are validated and no errors are present, submit the request. You can either:
a. Select Submit, and then select “Execute Now” for immediate processing of the request.
b. Or schedule the request later using the Schedule This Request tab, where you can specify the execution date and time.
As with other requests, the progress of the bulk upload can be tracked under the Related Requests and Logs tabs.
a. The Related Requests tab will display the status and details of each individual request created from the bulk upload.
b. The Logs Tab will provide execution details, including any issues encountered during processing, and track the overall status of the bulk upload operation.
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