Set up a Salesforce user account

Required Salesforce edition 

Keepit requires API access to be able to back up and restore data and metadata. 

API access is only supported in the following Salesforce Editions:

• Professional Edition with API access enabled
• Enterprise Edition
• Unlimited Edition
• Performance Edition
• Einstein 1
• Developer Edition

Salesforce user account 

Keepit requires a Salesforce user account with administrative privileges to be able to back up and restore data and metadata.

There are two options to create this user account: using the default system administrator profile or using a custom profile.

Option 1: Set up a Salesforce user account with a default system administrator profile 

I. Prepare a user

1. Create a new user.
Go to Setup > Users > New User.

2. Provide a Name, Email, and a unique Username.
Example Name: Keepit

3. Assign a Salesforce user license.

4. Assign the System Administrator profile.

5. Click Save.
An email will be sent to the user to set their password.

6. Set a password. 

II. Assign permissions to the user

1. Create a Permission Set 
Go to Setup > Permission Sets > New.

2. Assign a Label.
Example Label: Backup and Restore

3. Click Save. 

4. Enable required permissions in the permission set:

Apps – App Permissions – Content 

• Query All Files

System – System Permissions

• Update Email Messages  

5. Assign the permission set to the new user. 

Option 2: Set up a Salesforce user account with a custom profile 

I. Prepare a profile

1. Create a new profile.  
Go to Setup > Profiles > New. 

2. Select Standard User for the Existing Profile.

3. Assign a Profile Name. 
Example: Keepit User 

4. Enable required administrative permissions.
Go to Setup > Profiles > Keepit User > Edit > 
Under Administrative Permissions, enable:

• Modify All Data

II. Prepare a user

1. Create a new user.  
Go to Setup > User > New User. 

2. Provide a Name, Email and unique Username.
Example name: Keepit 
3. Assign a Salesforce user license. 

4. Assign the Keepit User Profile.

5. Click Save. 
An email will be sent to the user to set their password.
6. Create a Password.

III. Assign permissions to the user

1. Create a Permission Set.  
Go to Setup > Permission Sets > New. 

2. Assign a Label. 
Example label: Backup and Restore 
3. Click Save. 

4. Enable required permissions in the permission set:

App Permissions – Content 
Query All Files

System Permissions 

• API Enabled  
• Modify Metadata  
• Update Email Messages 
• Customize Application  
• Manage Sharing 
• Approve Uninstalled Connected Apps 

5. Assign the permission set to the new user.
Open the Permission Set > Manage Assignments > Add Assignments, then select the newly created user.

Login restrictions and password policies 

Salesforce allows you to restrict user logins based on login hours and IP address ranges.
For the profile used for the Keepit integration, login hour restrictions should not be applied.

Salesforce also supports IP restrictions at both the Org level and the Profile level.
If IP restrictions are enabled, the public IP addresses used by Keepit must be added to the allowed IP list.
Refer to the Keepit help article for the public IP ranges per data center, and be sure to include the IP addresses used for the SIEM integration as well.

Additionally, Salesforce enables administrators to define password policies at the profile level.
To ensure uninterrupted backups and restores, it is recommended to set the password policy for the Keepit integration profile to Never expires.