How Does The Company Profile Fit In
Before we dive into the details of the Company Settings, let’s take a look at the bigger picture first. Why? Because this will help you make more sense of the impact it can have in case you set them up incorrectly.
In general, we differentiate between three different levels of impact on your Salesforce users’ productivity:
- The first level is the Company Profile which determines your organization’s default settings and will impact all users across the entire platform.
- The second level is the User Profile which will impact only specific groups of users and defines their permissions and access to certain data sets.
- The third level is the individual User Record which you will be using to manage an individual User’s specific requirements.
This means, that whatever you set up in the Company Profile and other Company Settings will apply across the entire Salesforce org, a.k.a. will impact all Salesforce users.
What The Company Profile Is Made Of
The Company Profile is a collection of details about your organization and comprises of three elements:
- The first one is the Company Information which contains your Company’s Name and Address, your Default Locale, Default Currency or Corporate Currency, Data and File Storage available, as well as Licenses you have in use.
- The second one is the Financial Information defining the Fiscal or Financial Year and the Currencies required. This will be relevant for display and reporting purposes.
- And the third one is the Support Information which specifies Business Hours and Holiday periods, that are relevant for automated processes such as managing cases and escalations.
Why The Default Locale Can Become a Brain Twister
The Company Information contains one specific item, the Default Locale, which can cause some brain-twisting. It drives the display of formatting, language, and time zone. Therefore, let’s take a closer look at it.
Let’s start with the Formatting part. This is relevant for date/time & number formats, first and last name order, and address formats. Let’s take Date and Number formatting as an example.
In the US the date is displayed with the month first, followed by the day, and then the year. In Europe however it’s day first, then month, then year. This can be quite confusing so you want to get this right for your users depending on where they are based. Just imagine what happens to customer appointments with users based in various locations across the globe.
When it comes to numbers, in the US 10,000.00 Dollars would be displayed with a comma and a dot. In Europe, it would be the exact opposite, like EUR 10.000,00. Imagine what happens to sales numbers if you get this one mixed up. 😱
Next up, let’s talk about Language and Time Zone settings. Language settings are relevant when reading text on records or viewing the online help pages. Time Zone settings will impact calendar entries and recording of data entries like your created dates or modified dates.
Since you have three levels of impact as mentioned at the start (Company Profile, User Profile, User Record), let’s understand how you need to manage the Default Locale, Language and Time Zone:
You’ll start on the Company Profile to set a default baseline, for example, you’ll choose the US. This will now apply to all users no matter their geographical location.
This default baseline is now automatically applied to all User Records. Great! But, what happens to Users that are based in a different country, or same country but different time zone (think of the US or Australia), or same country but different language (think of Switzerland or Canada)?
While the User Record will inherit the default settings, you can simply change the locale, language and/or time zone on the individual user record level, for example to the UK.
Best practice tip: In order to avoid having to change every single User Record, consider where most Users are based and make that the default setting.
In this video tutorial, I will walk you through the Company Settings. We’ll explore a few more elements you need to keep in mind when setting up your business processes. You can follow along from your own Trailhead Playground or Developer Org. Simply click the gear icon ⚙️ in the upper right corner to jump into the Setup.
VIDEO TUTORIAL WALK-THROUGH SCRIPT
- Go to Setup/Company Settings
- Select Company Information
- Find information on left, default settings on right
- Show storage and View links
- To make changes, click Edit, then Save
- Scroll down to see list of licences
- Go back to menu / select Business Hours
- Click Default
- Click Edit
- Select Business Hours from menu again
- Show New button
- Go back to menu / select Holidays – use to suspend business hours, e.g. Easter or Christmas, it’s like putting a pause on automated notifications or escalations
- Go back to menu / select Fiscal year – You can choose between Standard or Custom Fiscal Year. The Standard Fiscal Year is the most common and follows the Gregorian calendar, meaning your classic 12 months 365 day calendar, and always starts on the first of the month. You would select the starting month and whether the year is based on the starting or ending month. If you’re not sure, think about what it means when you talk about the Fiscal Year with your colleagues, for example the fiscal year 2019. Does it mean that it started in 2019 and ends in 2020 or does it mean it started in 2018 and finishes in 2019. The Custom Fiscal Year is relevant in case your company requires 13 months instead of 12 or 13-week fiscal quarters or your fiscal year doesn’t start on the first of the month. If this is relevant for the company you work for, be aware of this warning which says that you can’t turn this back off. So you notice that all Company wide settings are managed through this section.
- Go back to menu / click Company Information – some default settings do not apply to a user
- Go to User/Users
- Open Margaret Wiseman
- Scroll down to Locale settings
Play around with the Company Settings yourself. If you are familiar with logging in as another User, see how these settings apply to their user interface. Do let me know how this is working out for you.
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