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Difference Between Freeze and Deactivate in Salesforce

Difference Between Freeze and Deactivate in Salesforce

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In our previous blog post we had discussed about What is What ID in Salesforce. In these blog post we discuss about Difference Between Freeze and Deactivate in Salesforce

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Difference Between Freeze and Deactivate in Salesforce

Difference Between Freeze and Deactivate in Salesforce

Managing user access in Salesforce is crucial for maintaining the security and integrity of your data. Two key features that administrators use to manage users are the “Freeze” and “Deactivate” options. While both serve the purpose of restricting user access, they work differently and are used in different scenarios. In this article, we’ll explore the key differences between freezing and deactivating users in Salesforce, along with best practices for when to use each.

What is Freezing a User in Salesforce

Freezing a user in Salesforce is a temporary action that prevents the user from logging into the system. When a user is frozen, they are effectively locked out of Salesforce, but their user account remains active. This action does not release the user’s license back into the available pool, nor does it remove the user from any ongoing processes or queues they are a part of.

Common Scenarios for Freezing Users:

  • A user is going on temporary leave, and you want to restrict their access for the time being.
  • You need to troubleshoot access issues by temporarily locking a user out without affecting their data or permissions.
  • The user is under investigation, and immediate login prevention is necessary without deleting their account.

What is Deactivating a User in Salesforce?

Deactivating a user in Salesforce is a permanent action that removes the user’s access to the system. Once deactivated, the user can no longer log into Salesforce, and their license is freed up for reassignment. Deactivation also removes the user from all active processes, such as workflows, scheduled jobs, and queues.

When to Use Deactivation:

  • The user is leaving the organization permanently, such as in the case of employee termination.
  • You need to clean up the system by removing unused user accounts.
  • A user’s role is no longer necessary in the system, and their records need to be reassigned.

Key Differences Between Freezing and Deactivating

Immediate Access Impact:

  • Freezing: The user cannot log in but remains part of workflows, queues, and scheduled jobs.
  • Deactivating: The user is removed from all workflows, jobs, and queues, and their license is freed.

Long-Term Access Management:

  • Freezing: Temporary and can be reversed by unfreezing the user.
  • Deactivating: Permanent and requires reactivation or creating a new account if access is needed again.

Use Cases for Freezing a User

  1. Temporary Leave: If an employee is on vacation or sick leave, freezing allows you to secure their account without impacting ongoing work.
  2. Troubleshooting: You can freeze a user to temporarily block access while investigating a system issue.
  3. Internal Investigation: Freezing is useful when you need to lock a user out for compliance or security reasons without removing their account.

Use Cases for Deactivating a User

  1. Employee Termination: When an employee leaves the company, deactivation ensures their access is revoked, and their license can be reassigned.
  2. Permanent Role Change: If a user’s role is no longer required, deactivating their account prevents unnecessary access and usage of system resources.
  3. System Cleanup: Removing inactive or obsolete accounts by deactivating them helps keep the Salesforce environment tidy.

Freezing and Deactivating: The Effect on Licenses

  • Freezing: Does not free up a license. The user’s license remains associated with their account, even though they cannot log in.
  • Deactivating: Frees up the user’s license, making it available for reassignment to another user.

System Permissions When a User is Frozen

When a user is frozen, they cannot log into Salesforce, but they still retain access to any scheduled jobs, workflows, or other processes they were part of. Any tasks or records assigned to them will remain intact, and they can still be referenced in reports and dashboards.

System Permissions When a User is Deactivated

Deactivating a user removes them from all workflows, scheduled jobs, and queues. Any tasks or records they were assigned must be reassigned to other active users, as deactivated users cannot be part of any future processes.

How Freezing Affects User-Related Processes

When a user is frozen:

  • Scheduled Jobs: They can still run jobs that were previously scheduled.
  • Ongoing Collaborations: The user can still appear in assignments and queues but cannot actively contribute until unfrozen.

How Deactivating Affects User-Related Processes

When a user is deactivated:

  • Reassigning Records: All records and tasks assigned to them must be reassigned to other users.
  • Removal from Queues: Deactivated users are immediately removed from queues and cannot participate in any system processes.

Steps to Freeze a User in Salesforce

Login  to Salesforce Account

Click Gear icon Navigation to Setup

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Search Quick find box User

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Select on User

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

In User Click Freeze the Account

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Steps to Deactivate a User in Salesforce

Login to Salesforce Account

Click Gear icon Navigation to Setup

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Search Quick find box User

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Select one User

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Click Deactivate Button

Difference Between Freeze and Deactivate in Salesforce
Difference Between Freeze and Deactivate in Salesforce

Best Practices for Freezing and Deactivating Users

  • Freezing: Use for temporary situations where the user might need access again, like short-term leave or investigations.
  • Deactivating: Use for permanent situations, like when an employee leaves the organization or when you need to free up a license.

Conclusion

Understanding the difference between freezing and deactivating users in Salesforce is crucial for managing user access efficiently. Freezing is ideal for temporary situations, while deactivation is the best option for permanent changes. Both options help maintain security and ensure that only authorized users have access to Salesforce.

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FAQs

What happens to the user’s data when they are frozen?
Their data remains intact, and they still appear in queues, assignments, and scheduled jobs.

Can a frozen user still receive emails?
Yes, a frozen user can still receive system-generated emails and notifications.

Does freezing a user free up a license?
No, freezing does not free up a license. Only deactivation does that.

Can you unfreeze a user?
Yes, you can unfreeze a user at any time from the user management section.

What happens to scheduled jobs when a user is deactivated?
The user is removed from all scheduled jobs, and their tasks must be reassigned to other active users.

In our next blog post we will discuss about How to Track Login History of a User in Salesforce

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