People are often confused. Why? Because the Elements and Salesforce username structures are slightly different. We wanted to make it easier to manage multiple Spaces and Orgs - from a single user Elements login - so we didn't copy the Salesforce approach.
First, we need to understand the naming conventions.
Salesforce user name
A username is linked to an individual Org - a Dev, Production or a Sandbox Org. You cannot have the same username to log into multiple Orgs.
It is a random name but it needs to be in an email format e.g. firstname.lastname@example.org
Pick a naming convention that is easy to remember and quick to type. The shortest you are allowed is email@example.com
Every username has an email address associated with it. Multiple usernames can have the same email address.
The username needs to be unique across ALL Salesforce users
username email Org
firstname.lastname@example.org email@example.com Production
firstname.lastname@example.org email@example.com Sandbox-CPQ
firstname.lastname@example.org email@example.com Sandbox-int
firstname.lastname@example.org email@example.com Sandbox-cons
firstname.lastname@example.org email@example.com Dev123
Elements user names
Your email address. A real email address. firstname.lastname@example.org
You log into Elements - there is only one instance
An Elements user can access multiple Elements Spaces
A quick recap on the principles of Spaces
A Space is a secure, ring-fenced work area. Think of it as an "implementation of Elements"
DO NOT think of Spaces as folders. A corporate firm will probably only have ONE Space. A consulting firm will have one Space for internal operations and a separate one for every client.
You can invite users to Spaces. They can then only see what is in that Space - provided they have been given view or edit rights. Every user in a Space can see the other users.
An Elements user can be a member of multiple Spaces. One login - multiple Spaces.
Whoever sets up a Space is the Admin. You can assign admin rights to multiple people. Admin rights can be transferred by assigning them to another user, who then removes yours. For example, a Space could be set up by a consultant and then transferred to the client at the end of the project.
Finally, a user needs a separate license for each Space they are an Editor in.
A Space can be FREE, PRO, or PRO-TRIAL.
Here is the important part.....
Each Salesforce Org is sync'd to its Elements Catalyst Org Model.
A Space can be connected to multiple Salesforce Orgs (Production & Sandbox), so a Space will have multiple Org Models.
Space limits for Orgs:
FREE: zero Orgs.
PRO: requires an add-on SF connection license. A single add-on license allows you to connect 1 Production and up to 6 associated Sandbox Orgs.
A picture... This shows how multiple Salesforce Orgs can be sync'd to Elements Spaces.
Setting up the sync: 1st Org
Every Org needs the free Elements managed package installed from the AppExchange. This is the small purple box in the Salesforce Org in the image above.
If you are an existing Elements user and you want to sync with a Salesforce Implementation, you must use Manual setup. Do not use QuickStart.
If you are a new user, the first install can be done using our QuickStart setup. This is because QuickStart creates a new Elements Space called Salesforce Documentation and sets up the connections. QuickStart can be used to connect a Dev, Production or Sandbox. You can change the Space name.
Important: QuickStart will create an Elements username that is the email associated with the Salesforce username for the Org you are connecting.
The video is 5 mins long, but once the managed package is installed the set up takes 26 seconds - yes, I timed it.
Setting up the sync: 2nd, 3rd... Orgs
If you want to connect a Prod to a Space with Sandboxes or a Sandbox to a Space that has a Prod or a Sandbox then here is the help topic
If you want to connect multiple Prod Orgs to a Space you will need multiple SalesForce connection licenses. For help on doing this, click here.