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Objective and Scope

Table of Contents

The purpose of this Section is to provide a step by step procedure for User Configuration in the iCare CRM application, in compliance with Solvay Information Security Policies.

This procedure applies to:

  • iCare CRM Salesforce.com IS Solution
  • All iCare CRM end Users and their GBU User Responsible
  • IT users: both Solvay internal employees working for IS and external IT subcontractors

Table of Contents
minLevel3

User Creation Principles

  • New User: a new user is when there is no user Account (Active or Inactive) for that user’s email address.

 



 


0

Confirm that Freshdesk Ticket is for New User Creation and that it contains the

New

User Creation form attached and it's filled in properly (in particular, user to replace/user to clone)

Analyse if Request has been requested and approved by the Manager or a colleague of the users to provide an access, on behalf of the Manager.

 

If the request is

clear

coming from the user's manager or colleague with all necessary information, then proceed to User Creation Procedure. No need to ask for validation.

If request is for a non-SPP user (External, Contractor, Trainee...) please send a Freshdesk note to Sarah Chattin to ask confirmation.

The creation form tells you if it is a non-SPP user (cf. "End of Contract date").

User Creation Procedure

1

 

 

Validate that it is a New User creation request: a new user is when there is no user Account (Active or Inactive) for that user’s email address → Use Salesforce Global search to confirm.

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2

Start User Creation:

Go to Setup → Manage User → Users → Click ‘New User’ button

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3

According to the user template received, fill in the ‘User General Information’ section:
3.1

Make Sure that the username has the correct termination :

 
  • For PROD: email address.spp
 
  • For UAT email address.spp.uat
  • Title
  • Company = SOLVAY SPECIALTY POLYMERS
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  • or Composite Materials depending on what has been filled-in in the form.



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3.2

Fill in:

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3.3

If available, fill in the following contact information

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4

Fill in the Mailing Address section

The Mailing address is the one of the Solvay Site; It is indicated in the form.

If not provided at user template, you can use a reference user working in the site

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5

In Additionnal Information section

SSP
  • SSP Profile Options
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    6

    In HR Data Section

  • HR MBU User
    • SCP User
    • GBU according to the GBU of the requestor. If Organization in the helix ticket is not Specialty Polymers or Composite Materials, then ask the CRM Champion
    • Leave other fieds empty

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    7

    Fill in the Locale Settings section according to the working Country in user template received (Assign using Corresponding Table)

    Sources for

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    8

     

    Fill in the Approver Settings section

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    9
    Check the following box and click ‘Save’

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    10Define the Accounts visibility : Assign Territories 10.1Territories: the same as "User to clone" (in form)

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    =================================================

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    10.2

     

    Assign territories :

  • Go to Setup → Administer → Territory Hierarchy → Expand All
  • Select a territory
  • Add User
  • Check the box "Action"
    • Assign territory

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    =======================================================================================

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    ==================================

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    ===================================================================

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    Click ‘Save’ without ticking this box.

    It is not needed anymore as the SSO is enabled.


    Provide the link to connect to user: https://solvay-spp-crm.lightning.force.com/


    UAT link : https://solvay-spp-crm--uat.lightning.force.com/

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    10
    11

    Identify if additional Permission Sets/Public Goups/Other Considerations are required (Reference : User to clone)

     

    Each iCare user need to be assigned to the Pardot check step 12

    11Assignment of Gridbuddy Package (Upon request, only in Production Environment) : Eligible Profiles
    12
    11.1

    Once the new user is created, you need to make sure he/she get access to the Package

    To assign the new user to 2 packages above, Go to:

     Setup > Build > Develop > Installed Packages

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    12
    11.2

    For each package press ‘Manage Licenses’.

    Note: This step could be also done from the user page after saving or for further checking purposes.

     


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    12
    11.3Then press ‘Add Users’:

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    12
    11.4

    Select the user you have just created. When you select a user, he is added in the second part of the screen.  So click on ‘Add’.

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    12 (OPTIONAL)
    Pardot Access    		To give user Pardot access : 
    • Marketing User Checkbox set to true 
    • Grant Permission Sets : 
        - Sales Cloud User
        - Account Engagement Package
      Campaign Influence
        - Pardot Lightning 

      Click save

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    13
    Optional :

    Log in the  Global CRM UAT Environment and repeat all the required previous steps from step 1 to step

    10 

     

     

    12.2 

    BUT....

    don't forget to add .invalid at the end of the email address ! 


    Warning: the username must be: email.crm.uat  => it must not contain .invalid

     


    14

    Go back to the ticket and send this email to the requestor before closing the ticket:


    Hello XXX

    Welcome to Salesforce!
    Your username has been created in Syensqo's Salesforce CRM system.


    To get started, you can log in to Salesforce.com using the following URL: https://syensqo-icare.lightning.force.com

    If you are connected to the Syensqo network (e.g., at your office, at another Syensqo site, at your hotel using the hotel’s internet connection with your personal token, etc.), the link above is all you need to connect, you do not need to enter a username or password.

    If you are NOT connected to the Syensqo network (e.g., you are off-site, you are using an internet connection without your personal token, etc.):
    You can still use the link above but be aware that your Syensqo username and password will be requested (e.g. the SSO identifications that you enter when accessing your Syensqo laptop).

    If you have any issues with these procedures, please feel free to contact the support team. We will be happy to help you!

    Thanks & Regards,

    CRM Team




    Authorizations & Roles

    Author(s)VerificationApproval

    Dina Mendes

     IS CRM AnalystInès Somatri

     (Security LeadSupport Coordinator)

    Dina Mendes

     IS CRM Analyst

    		 (Security Lead)

    Dina Mendes

     IS CRM AnalystJulien Gasqueton

     (SF Security Lead)

    22dd/09mm/2016yyyy
    12    		dd/10mm/2016yyyy2001/0206/20182021

    Version Control

    VersionDateDescription
    0120/02/2018Final Document

    ...

    0217/10/2019

    Deletion of territory management + update of the user creation form

    0301/06/2021Update after SSO implementation