Licensing information

Salesforce New Org is the new university customer relationship management system deployed May 2024.  There are two types of licensing options available for Salesforce New Org.

Salesforce Standard licenses:

Are for staff members.

Salesforce Restricted Use licenses:

Used for student employees

Can only be used by the students while school is in session

May be used a maximum of nine (9) months per calendar year.

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, Salesforce Restricted Use (students),  or Salesforce Old Org Standard

Business case:  Work with your supervisor for a detailed justification for each role your requesting

Employee Type:  Full-time time employee or part-time temp employee or student employee

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 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.