In Salesforce, managing user access is crucial for maintaining data security and integrity. Salesforce administrators must often freeze or unfreeze multiple user accounts efficiently, especially during critical business processes or security incidents.
In this Salesforce tutorial, I will guide you on how to freeze or unfreeze multiple users using the Salesforce data loader.
Using Salesforce Data Loader for User Management
In Salesforce CRM, Data Loader is a robust and efficient data management tool for handling large volumes of data within Salesforce. It supports various operations, including insert, update, upsert, delete, and hard and soft delete. Due to its capability of managing bulk data efficiently and accurately, it is better to perform the freezing or unfreezing of multiple users via the data loader.
We can perform the freezing-unfreezing of users manually also but it can consume a lot of time when you have to manage the bulk user accounts.
Freeze Multiple Users via the Salesforce data loader
To freeze the user accounts in bulk via data loader, make sure that you have installed the data loader in your system and have access to the system admin to freeze the user accounts.
Now, follow the steps below if you meet the above conditions.
1. To freeze the user account, we need to prepare a CSV file first, and for that, we will run the data export operation for the data objects UserLogin and a standard User object.
2. Now open the data loader, log in with your credentials, and run the export for the data object User Login by following the steps.
- Click Export.
- Select the data object User Login, then select the file location and click Next.
- Select the query fields Id, IsFrozen, and UserId, then click on the Finish button.
- Open the extracted data in a CSV file.
3. Now, following the above steps, run an export for the standard User object and select the fields Email, ID, and Name.
4. Now, we will combine both exported data with the help of the Excel Vlookup function. In the User extract file, create a column LoginID and populate the column with the help of the Lookup formula “=VLOOKUP(B2, userloginextract.csv!B$2:C$24, 2, TRUE)“.
After this, create a column IsFrozen and enter the value TRUE for the user accounts that you have to freeze.
5. Now except for the users’ records that you have to freeze, remove the rest of the columns and save the CSV file in your system from where it can be accessed by the data loader.
6. After creating the CSV file, open the data loader and click on the Update button.
7. In this step, activate the checkbox Show All Salesforce Objects, then select the data object User Login. After this, select the CSV file that we have created in the above steps and click on the Next button.
8. Now, the data loader will initialize the CSV file and will display the number of rows in the CSV file. Here, click on the OK button.
9. Now, we will map the CSV column header with the object field names, and for that, click on the button Create or Edit a Map. Then in the Mapping Dialog window, click on the button Auto-Match Fields to Columns.
If the columns are not auto-matched, then you have to draft the object fields down to the column mapping and make sure that the id field is matched with the header column UserLoginId.
After mapping, click on the OK button, then click on the Next button.
10. In this step, select the location for the error and success file from where it can be accessed later. At last, click on the Finish button.
11. Now, we will see a warning regarding the data update. Here, click on the Yes button to proceed.
12. After the completion of the data operation, we can see the number of successes and errors in a dialog box. Here, we got the result as successful updates with zero errors.
At last, click on the OK button to close the data loader.
13. Now, to view the freeze user accounts, open the Salesforce developer console, and from the setup page, go to the Quick Find box, search, and select Users.
In the user setup, I have created a view for the freeze accounts and here we can see the accounts that we have frozen with the Salesforce data loader.
Now, the user accounts are successfully frozen, and in this way, we can freeze multiple users with the help of the Salesforce data loader.
Unfreeze Multiple Users via the Salesforce data loader
To unfreeze multiple users via the Salesforce data loader, log in to your data loader and follow the steps below.
To unfreeze the users, we first need to run an export and do the standard User to get the Data of the frozen users.
1. Open the Data loader and click on the Export button.
2. Select the data object User Login, select the location for the extracted file, and click on the Next button.
3. Then select the query fields IsFrozen, Id, and UserId. Here, we will apply a filter to get the frozen accounts only, and for that, enter IsFrozen in Field and keep Value as True, then click on Add condition.
At last, click on Finish.
4. Now open the extracted data file in an external CSV file.
5. Since we don’t have any reference to select the accounts, we will run an export for the standard User object, and, for that, follow these steps in the data loader.
- Click Export.
- Select the data object User Login, then select the file location and click Next.
- Select the query fields Email, ID, and Name, then click on the Finish button.
- Get the extracted data in a CSV file.
6. Now again, open the CSV file in which we exported the frozen user accounts (userlogin.csv), and there we will use a Vlookup formula to get the Names of the frozen user accounts.
Create a header Name and enter the formula ” =VLOOKUP(C2,UserExtract.csv!$A$1:$B$27, 2, TRUE)“. After this change, set the IsFrozen status to False for the users that you want to unfreeze.
Now save the CSV file so that it can be accessed by the data loader. Till we have prepared the CSV to unfreeze, the user accounts will undergo the data update operation.
7. After preparing the CSV file, open the data loader and click on the Update button.
8. In this step, activate the checkbox Show all Salesforce objects, then select the data object User login. After this, select the CSV file that we have created, then click on the Next button.
9. Now, the data loader will initialize the uploaded CSV file and display the number of rows in a dialog box. Here, click on the OK button.
10. Now, we will map the CSV column headers with the object field names, and for that, click on the button Create or Edit a Map. Then, in the Mapping Dialog window, click on Auto-Match Fields to columns.
Now the field names will auto-map with the header columns, if not then you have to drag the object fields to the column mapping. After this, click on the OK button, then click on the Next button.
11. Now select the file location for the error and the success files from where they can be accessed later. At last, click on the Finish button.
12. A warning message will appear on the screen regarding the data update. Here, click on the Yes button to proceed.
13. Now, the data operation will start, and after its completion, a dialog box will display the number of successes and errors that occurred in the data operation.
In this scenario, we got the successes with zero errors which means that the update operation is executed successfully.
At last, click on the OK button to close the data loader.
14. Now, to view the unfreeze users account, open the Salesforce developer console and navigate to the User setup, there in the list view of Unfreeze users, we can see the user accounts that we have unfreeze via the data loader.
Now we can see that user accounts are successfully unfreeze the users accounts. In this way, we can unfreeze multiple users via the Salesforce data loader by following the above steps.
Conclusion
Salesforce Data Loader simplifies the process of freezing and unfreezing multiple users, which allows administrators to manage user access efficiently in the organization.
By following the above steps, you might have understood the process of freezing and unfreezing the user accounts via the Salesforce data loader. Now, you will be able to streamline user management processes and enhance the security of your Salesforce environment.
You may like to read:
- How to Insert or Update Price Books with Data Loader in Salesforce
- Freeze User Accounts Using Salesforce Flow
- How to Deactivate Salesforce User
I am Bijay Kumar, the founder of SalesforceFAQs.com. Having over 10 years of experience working in salesforce technologies for clients across the world (Canada, Australia, United States, United Kingdom, New Zealand, etc.). I am a certified salesforce administrator and expert with experience in developing salesforce applications and projects. My goal is to make it easy for people to learn and use salesforce technologies by providing simple and easy-to-understand solutions. Check out the complete profile on About us.
