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Difficulty: MediumUser Management and Provisioning

A system administrator is onboarding new sales representatives who require specialized access to specific records based on their sub-team functions. Simultaneously, an existing account executive has unexpectedly left the company while assigned as the default workflow user and an active approver on several high-value pending quotes. Which TWO actions should the administrator take to address user provisioning and account maintenance in this scenario?

  1. Freeze the departed account executive's user account immediately to block system access without disrupting existing automated processes.Answer
  2. Assign a standard base profile to all new sales representatives and use permission sets to grant additional specialized record access.Answer
  3. C
    Deactivate the departed account executive's user account immediately so that pending quote approval requests are automatically reassigned to their manager.
  4. D
    Create separate custom profiles for each sub-team to manage unique additive permissions for the new sales representatives.

Answer

The administrator should freeze the departed account executive's account immediately to temporarily block login access while maintaining workflow integrity, and assign a standard base profile to new representatives while granting specialized access using permission sets.
Freezing a user account temporarily blocks login access immediately without causing runtime failures in automated workflows or active approval hierarchies where the user is assigned. Additionally, pairing a baseline profile with targeted permission sets follows Salesforce security best practices for provisioning additive user permissions.

Step-by-Step Solution

1
Evaluate access blocking for a user tied to automated system dependencies.
Identify that freezing the account immediately prevents login without causing errors in processes where the user is referenced as a workflow user or approver.
Deactivating a user who is currently configured as a default workflow user or active approver can break active workflows or prevent deactivation altogether until references are cleared.
2
Determine the optimal permission assignment strategy for onboarding users requiring specialized functional access.
Assign a core profile for baseline permissions and leverage permission sets for role-specific additive access.
Profiles should define baseline access, while permission sets and permission set groups should handle flexible, additive permissions across subsets of users.

Key Concept

User Provisioning and Freezing vs Deactivating Users
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Topics

User Management and Provisioning

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