Salesforce
General information
Salesforce is a customer relationship management tool used by several groups at NAU to manage interactions with potential and current students.
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Salesforce Security Tab Open
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SF Marketing Cloud Security Tab Closed
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News Updates Tab Closed
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Helpful Links Tab Closed
Salesforce Security Accordion Open
Licensing information
Salesforce New Org Standard License:
Is the new university customer relationship management system deployed May 2024.
As of July 1st, 2025 there is only one type of licensing available for staff and students employees.
Salesforce Old Org Standard license:
Used by the Professional Education Programs and University Advising to manage the PEP admissions and student teaching processes.
Access
A user shall submit an ePASS security request form in Peoplesoft. To expedite your Salesforce access, we recommend only including Salesforce-related roles in your ePASS request. (You can create other, separate ePASS requests for any other non-Salesforce roles at a later time.)
At time of ePASS submission we need the following for the Data Access Need:
License Type: Salesforce Standard New Org or Salesforce Old Org Standard for PEP
Business case: Work with your supervisor for a detailed justification for each role your requesting
Speed chart: We need the speed chart so ITS can do a charge back to the correct department for your license to use the Salesforce application
Role Name: Information about the various roles available in Salesforce is described below.
Required Roles
Request one of the three following roles.
NAU_CRM Basic Support: This role is designed to be a student worker role. This role will have basic read-only access in Salesforce. The person in this role will see limited Salesforce fields, and will never be able to edit Salesforce fields. The user will be able to view reports but will not be able to create or edit reports in Salesforce. This role gives access to basic bio/demo data (e.g. name, address, phone number, etc.).
NAU_CRM Advanced Support: This role is designed for a lead student worker. This user has more responsibility in the office and will have more functionality in Salesforce. This user will be able to edit some information in Salesforce. This user will also be able to create and edit reports and dashboards in Salesforce. This role gives access to basic bio/demo data (e.g. name, address, phone number, etc.).
NAU_CRM Oversight Support: This role is designed for full-time staff. This user will have the most responsibility for editing fields in Salesforce. This user has the most reporting and dashboard functionality in Salesforce. This role gives access to basic bio/demo data (e.g. name, address, phone number, etc.).
Optional roles
Request one or more of the following roles based on job responsibilities.
Please ensure that when you select any of the optional roles below you enter a business need related to the role(s) selected.
NAU_CRM AD Admit-Recruit Data: This role allows the user to view all Admissions and Recruitment/prospect data in Salesforce. The user will be able to view admissions application data and opportunity records.
NAU_CRM CC Full View SSN: This role allows the user to view unmasked Social Security numbers in Salesforce. This role will only be granted to select individuals whose job responsibilities require access to this information.
NAU_CRM CC Full View DOB: This role allows the user to view unmasked birth dates in Salesforce. This role will only be granted to select individuals whose job responsibilities require access to this information.
NAU_CRM FA Student Aid Data: This role allows the user to view all Student Financial Aid data that resides in Salesforce (e.g. Aid Year, FAFSA status Package status, etc.). As well as access to the financial aid links section which directs the user back to LOUIE.
NAU_CRM SF Account Data: This role allows the user to view student account information that resides in Salesforce (e.g. account balance, amount due, refunds, etc.).
NAU_CRM SR Basic Data: This role allows the user to view basic Student Records data such as a student’s program/plan information, academic record (e.g. class schedule, GPA, Enrollment appointment, etc.) and graduation information in Salesforce to help with basic student support questions.
NAU_CRM SR Restricted Data: This role allows the user to view additional Student Records information (e.g. student grades) in Salesforce to help support more advanced student support efforts such as advising, departmental academic support, etc.
Phased out roles
As of 6-1-2025 the following roles will be phased out.
NAU_CRM Community Read-Only: The role was used for old functionality that is no longer being used.
NAU_CRM FA Student Aid Data: This feature is no longer available within Salesforce and will need to be viewed inside of the Louie system.
As of 11/12/2024 the following roles will be phased out as this feature is now a standard part of the new Salesforce system.
NAU_CRM Event Manager: This role is being deprecated since we no longer have a contract with the vendor.
NAU_CRM CC Lightning Interface: This role is being deprecated since this feature is now default functionality in the new system.
SF Marketing Cloud Security Accordion Closed
What is Salesforce Marketing Cloud
Salesforce Marketing Cloud (SFMC) is a comprehensive digital marketing platform that empowers organizations to create, manage, and optimize personalized customer experiences across multiple channels—including email, SMS, social media, mobile apps, and websites. It integrates seamlessly with Salesforce CRM, enabling a unified view of customer data and behavior.
Security Roles
NAU_CRM MC CommunicationOwner
- Proxy role representing functional access to the marketing cloud application’s communication owner persona. the communication owner can access data stored within the Salesforce CRM. This role requires completed FERPA training. This role will be assigned via the ePASS system
- Role will need data steward approval from Admissions, Student Records, CRM, Campus Community and Student Financials
NAU_CRM MC Content Builder
- Proxy role representing functional access to the marketing cloud Application’s Content Builder persona. the Content Builder has no access to protected data. This role will be assigned via the ePASS system; This role should not be assigned any PeopleSoft permission lists.
- CRM data steward approval
News Updates Accordion Closed
12/12/2025 Appointment Notes Update
Appointment notes will be entered in the Appointment Planner tool and sent over to the Salesforce interface page. If a comment needs to be updated for an appointment the comment will now need to be updated in the Appointment Planner. This will allow all comments from the Appointment Planner to be sent to Salesforce for areas that don’t have Salesforce licenses.
10/31/2025, NAU will take the next step toward a targeted pilot of Mogli, an application for two-way SMS texting, by installing it into Salesforce.
HOW DOES THIS IMPACT ME? No one will be granted access at this time – if your team is part of the pilot, you will hear more down the road! – but all users of Salesforce will see a few minor changes, and we wanted to make everyone aware in advance. Namely:
1. A new tab on Contact, called Mogli SMS. This is where enabled pilot users will do their individual texting. For non-pilot users, the Mogli SMS tab will show an error message about lacking access, be grayed out, and show no messages.
2. Two new fields on the Contact: Mogli Number and Mogli Opt-Out (the opt-out field is in the “Communication Preferences” with the other opt-out fields).
3. Two new objects associated with this texting pilot. The Mogli Message object will have a record for each SMS message – both outbound and inbound – between a Contact and one of NAU’s Mogli numbers. And secondly, the Mogli Forms object; think about a Mogli Form like a texting-based survey. All of a Contact’s answers to the “survey” will be captured within a single Form record. Both of these new objects will be shown…
1. On the Contact’s timeline, as applicable
2. In the Contact’s Related List Quick Links
3. In Reports and as list views.
(All Salesforce user will be able to see the Mogli messages in Salesforce, but only a select set of users within the pilot group of Student Affairs and Academic Affairs will be licensed to use the two-way texting utility. )
As of 6-1-2025 the following roles will be phased out.
NAU_CRM Community Read-Only: The role was used for old functionality that is no longer being used.
NAU_CRM FA Student Aid Data: This feature is no longer available within Salesforce and will need to be viewed inside of the Louie system.
Salesforce User Guide
Helpful Links Accordion Closed
Salesforce CRM Request Form (not for production breaks!)
Marketing Cloud Request Form (not for production breaks!)
Salesforce Training Material – Videos and short how to guides