How to remove a Jobrock user?

Option 1: Removing a user completely (Salesforce included)

When a user is leaving the company and needs to be removed entirely from both Jobrock and Salesforce, follow these steps:

Step 1: Access Salesforce with admin rights

Ensure you have administrative privileges in Salesforce. This is necessary to execute the required Apex call and to delete or deactivate other user accounts.

Step 2: Navigate to user management

• Go to the 'Setup' menu, usually found in the upper right corner of the Salesforce interface.
• In the Quick Find box, type "Users" and select 'Users' under the 'Administration' heading.

Step 4: Locate the user account

• In the Users section, you will find a list of all the users in your Salesforce instance.
• Locate the user you wish to delete. You can use the search function if you have a large number of users.

Step 5: Deactivate the user account

• Salesforce does not allow the complete deletion of a user account for data integrity and audit trail reasons. Instead, you can deactivate the account.
• Click on the 'Edit' button next to the user's name.
• Uncheck the 'Active' checkbox to deactivate the user account.

Step 6: Reassign Records and related items

• Before you deactivate the user, Salesforce will prompt you to reassign any records owned by the user.
• Choose a new owner for these records.

Step 7: Save Changes

• After reassigning the records and deactivating the account, click 'Save' to finalize the changes.

Step 8: Locate the Jobrock Sync Records apex

Next in Salesforce, find the 'Sync Records Apex'. This apex is designed to synchronize or modify records, including user accounts, between Jobrock and Salesforce.

Step 9: Prepare the API call

You need to make an API call to execute this action. The key parameters for this call are:

• Action: Set this to "Delete". This parameter specifies that the intention is to remove the user in Jobrock
• JR Object Type: Set this to "User". This indicates that the record you wish to delete is a user account in Jobrock.
• RecordId: ID of the user.

Step 10: Execute the API call

With the parameters set, execute the API call. This will trigger the deletion of the user from both Salesforce and Jobrock.

Step 11: Verify the removal

After executing the API call, it's important to verify that the user has been successfully removed. Check both Jobrock and Salesforce to ensure the user account is no longer accessible.

In Jobrock, the user should no longer appear in the User list, accessible at: https://core.jobrock.com/users.

Additional notes:

• Remember that deactivating a user in Salesforce doesn’t delete them from the system. The user's historical data and audit trail will remain intact.
• Consider the impact on shared records, groups, or any automated processes that the user might be part of.
• If the user was an admin or had any special permissions, ensure that their responsibilities are reassigned appropriately.

Option 2: Removing Jobrock access but retaining Salesforce user

If the user is to remain a Salesforce user but needs to be removed from Jobrock, the process is different. Unlike the first option, this does not involve deleting the user account but rather altering its access permissions.

Steps to Modify User Access:

Step 1: Log in to Salesforce with admin rights

As with the first option, admin access to Salesforce is necessary.

Step 2: Go to the setup page and search for Users

Navigate to the area in Salesforce where user permissions and access settings are managed.

Step 3: Go to Permission Sets

Click on "Permission Sets" in the dropdown menu and locate the permission set label you wish to modify, which can be either "Jobrock Admin Access" or "Jobrock Recruiter Access."

Step 4: Manage Assignments

Click on the permission set label you wish to modify and click "Manage Assignments".

Step 5: Locate the user profile(s) that you wish to modify

Use the checkbox to select one or multiple users whom you wish to remove Jobrock access for.

Step 6: Remove Jobrock permission set(s)

Click the trash bin icon to activate the "Remove Assignment" option, allowing you to remove the Jobrock permission access from the user profile.

Step 7: Save changes

After adjusting the settings, ensure you save the changes. This action will update the user’s profile to restrict access to Jobrock while maintaining their Salesforce user status.

Step 8: Verify the changes

As a best practice, verify that the changes have been correctly applied. This could involve checking the user’s access to ensure they can no longer use Jobrock but can still use Salesforce as usual.

Conclusion

Managing user access in integrated systems like Jobrock and Salesforce requires careful attention to ensure security and compliance with company policies. Whether you need to completely remove a user or simply adjust their access rights, following these steps will help you achieve your objective effectively. Always remember to verify changes and maintain documentation for accountability and future reference.