Manage User Access Using Salesforce Flow

In Salesforce, we can automate the processes to freeze the users by using flows. We can automate this process in different ways.

In this Salesforce tutorial, we will see what is meant by Freeze Useres in Salesforce and How to Freeze User’s Account Using Salesforce Flow using real-time scenarios and explanations.

Table of Contents

What are freeze or unfreeze user accounts in Salesforce?

In Salesforce, sometimes we cannot deactivate users directly, such as when they are part of the custom hierarchy. At that time, we can freeze the user to prevent login to the Salesforce Org.

Also the same as Unfreeze; if we unfreeze, the user can log in to Salesforce.

Let’s take a Scenario while working as a Salesforce Admin for a US-based Organization that provides software solutions. I was assigned the task of developing a flow. Whenever the Admin or delegated admin enters the date when he wants to freeze a user, the system will auto-freeze that user on that date.

Prerequisite: We need a Date field on the User Standard Object. Here, you can see I have created one with a “Freeze On” Label, and it is displayed on the Users info in Setup. This is a custom field that will be displayed in the Additional Information section.

How to Freeze User’s Account Using Salesforce Flow

Using the above scenario and the following steps, we can freeze the user’s account using flow in Salesforce.

1. Log in to Salesforce Org. -> Click on the Setup -> Home Tab -> In Quick Find Box, Search for Flows. You will see an option under Process Automation -> Click on Flows.

Then, click on the New Flow button to create a new flow.

2. Here, we are going to schedule flow to the freeze user. For that, create a flow with Scheduled-Triggered Flow.

Now, we will create the following elements in the flow according to the flow diagram displayed in the following Flow Diagram.

Freeze users account using Salesforce Flow

1. Start:

3. As we click on schedule trigger flow, we need to set a schedule time:

Start Date: When do you want to start the flow?
Start Time: When should it trigger in the day?
Frequency: Here, we can select Once, Daily, and Weekly.

4. Then, we need to select the Object on which we are going to create flow. Here, I have selected User Standard Object. Then enter the Filter Conditions:

IsActive – Equals – True.
Freeze On – Is Null – False.

If these two conditions are true, then only those records will be applicable for triggering Flow.

How to Freeze User's Account Using Salesforce Flows

2. Decisions Element:

5. Then, we need to check the freeze date so we can take action on the user. For that, we will add the Decisions element to check the Freeze On date. Add Decisions element by clicking on the Add Element of + icon and enter Label; API Name will automatically populate.

First Outcomes, enter Yes: Add condition Freeze On – Less than or Equal – Current Date.
Second Outcome, enter No:

Freeze User's Account Using Salesforce Flows

3. Update Record(Update to Freeze User):

6. When the Freeze On date is less than or Equal to the current date, then we need to freeze the user. For that, add the Update Record component by clicking on the add element, entering a Label, and API Name Wii automatically populate.

Then, to find the records to update and set their values, select “Specify conditions to identify records and set fields individually.” This allows us to specify objects and fields individually. Here, we need to update the user login to freeze, so select User Login in the Object field.

Freeze User's Account Using Flow in Salesforce

7. Then, in the Filter User Login Records in the Field, select the following condition:

UserID – equals – Record.UserID. This condition will check the UserID of the current user, and the UserId of the User Login object should be the same.

8. Now, to Set field values for the Login User Records, select the following condition:

IsFrozzen = True. This means we make user account Freeze.

Freeze User's Account Using Flows in Salesforce

4. Update Record(Set “Freeze On” date Null):

9. After setting up values, we need to set the Freeze On(Date field on User) field as blank. For that, add the Update Records element and enter the Label and API Name.

Then, Set field values for the User Records select the following condition:

Freeze_On__c(FIeld on User Object) = Blank.

How to Freeze User's Account Using Flow in Salesforce

10. Now, when you navigate to the particular before Activate user, you will see the “Freeze” option and “Freeze On” Custom Date Field.

Freeze User's Account Using Salesforce Flow example

5. Save & Activate:

11. After setting up all labels and conditions, click the Save button to save the flow. For that, we need to enter the Flow Label; the API Name will automatically populate as we click the text box. The Description is optional; we can introduce our flow Shortly.

After Saving the flow, click on the Debug button. Then click on the Activate button; always remember to debug the flow before activating it. It’s good practice to use flow.

12. After Activating the flow, you will see the user is Freezed, and there is an option to Unfreeze the user. Also, the “Freeze On” date field gets blank.

How to Freeze User's Account Using Salesforce Flow example

This is how we can freeze a user’s account using Salesforce Flow.

Conclusion

I hope you have an idea about what is meant by Freeze Useres in Salesforce and we have seen How to Freeze User’s Account Using Salesforce Flow using real-time scenarios and explanations.