First we need to understand the naming conventions and the differences between Salesforce and Elements because the username structures are slightly different. We wanted to make it easier to manage multiple Spaces and Orgs - from a single user login - so we didn't copy the Salesforce approach.
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 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.
- 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 secure, ring-fenced work area. Think of it as an "implementation of Elements"
- DO NOT think of Spaces as folders. A corporate 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 the Space is the Admin. But you can assign admin rights to multiple people and Admin rights can be transferred by assigning admin rights to another, who then removes yours. 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, PRO-TRIAL, ENTERPRISE or UNLIMITED.
Here is the important part.....
Each Salesforce Org is sync'd to its Elements Org Model
A Space can be connected to multiple Salesforce Orgs (Production & Sandbox). So a Space will have multiple Org ModelsSpace limits for Orgs: FREE: zero Orgs. PRO: 1 Prod + 3 SandboxesENTERPRISE: 4 Prod + 4 Sandboxes eachUNLIMITED: ....well, unlimited.
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.
The first install can be using our QuickStart setup. That is because Quick Start 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: When you log into Salesforce Org to use QuickStart you MUST use a username that is associated with the email that is the same as the Elements login. In the example below the email is email@example.com If you don't then Quick Start will create a new Elements username which is the email address associated with the Salesforce username.
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
To connect a second and further Orgs to the same Space, you must use Manual Setup. This is because you want to connect to the same Space and if you use Quick Start it will create another new Space.
Again - when you log into Salesforce Org to use Manual Setup you MUST use a username that is associated with the email that is the same as the Elements login. In the example below the email is firstname.lastname@example.org
Using Manual Setup
This is only slightly longer than using QuickStart and here is a step by step video.