Configuration & Setup - Permission Sets

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Introduction

Permission sets or profiles are used in Salesforce to control the access rights of an individual. The below steps represent one possible way to configure permission sets to work with the Absorb Salesforce App. Please see the top level Configuration & Setup article for further details on the setup of the app. 

 

Post-Install Configuration: Permission Sets

Six baseline permission sets are included with the package: 
  1. Absorb LMS API
  2. Absorb LMS Administration
  3. Absorb LMS Sales Ops
  4. Absorb LMS Standard User
  5. Absorb LMS Enroll Salesforce Users
  6. Absorb LMS Community User
 
Except for "Absorb LMS Enroll Salesforce Users”, these need to be updated with additional permissions after the package has been installed. These post-install steps are necessary because Object settings for standard objects, Assigned Apps, System Permissions, and Assigned Connected Apps cannot be packaged with a permission set. After being cloned and augmented, the completed permission sets can be assigned to the Salesforce users who need them to interact with the Absorb Salesforce app.
 
Please Note: the 'Baseline' permission sets should not be assigned to users as they do not include the full permissions necessary for operation of the Absorb app.
 
Professional editions of Salesforce have a limit of ten created/modified permission sets. If your Salesforce org is close to the permission set limit, you may choose to modify existing custom profiles, add permissions to an existing permission set, or combine the effective permissions of multiple permission sets into one. As new custom fields are added, Permission Sets and Profiles will also need to be updated.
 
Please note: there is a limit of two custom profiles in a Professional Edition Salesforce org. Permission Sets and/or custom profiles can be merged with the existing permission sets, and the additional permissions detailed here as guidelines.
 
To start, navigate to the Permission Set settings:
  • (Lightning): Setup Home > Users > Permission Sets
  • Click "Clone" for a Permission Set
  • Give the clone an updated Label and API Name

               Note: the examples below use 'Complete' instead of 'Baseline' in the names of the cloned permission sets, however you may use whichever naming convention fits best with your needs.

  • Delete the second half of the description; if you are updating/completing the packaged permission set, then that text in the description no longer applies. 
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  • While there are 5 permission sets installed in the app, we will only need to update 4 of them. Those permission sets are API, Administration, Sales Ops, and Standard User. The cloning process is the same for all 4 permission sets, but the additions needed for the cloned permission sets are detailed below:

 

Absorb LMS API: Additional Permissions

Note: The API permission set will need to be granted read-only access to all custom fields that have been set up on the User, Contact, Account and Opportunity objects. This is to allow the API visibility so that these fields can potentially be mapped to Absorb.
 
This permission set is for the designated API user. Syncing and the creation of records in Salesforce is done through this API user, and ideally this user should be distinct from any other user for the purposes of data logging. Initial setup should be done through the API user since OAuth is done through this user as well.
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  • Select “Object Settings” under Apps
  • Click on “Contact Awarded Competencies” then “Edit” and check the boxes for Read, Create, Edit, Delete, View All and Modify All under Object Permissions
    setup-31.png
  • Repeat the same steps for the “Contact Class Attendances” and “Contact Enrollments” objects. This includes adding the same permissions (Read, Create, Edit, Delete, View All, Modify All)
  • Note that completing the above steps for “Contact Class Attendances", “Contact Enrollments”, and “Contact Awarded Competencies” will grant read and view all access to the Contact object automatically. This is because the Contact is the Master in the Master-Detail relationship for the above objects.
  • Lastly, switch to “System Permissions” from the dropdown next to Object Settings and click “Edit
  • Add the following permissions. Once all the permissions below are added, “Save” the permission set:
    • API Enabled (This option can be ignored for Salesforce Professional Edition users)
    • Customize Application
    • Manage Certificates
    • Manage Connected Apps
    • Manage Custom Permissions
    • View Setup and Configuration
  • Under “Users” add these additional permissions:
    • Assign Permission Sets 
    • Manage Internal Users
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Absorb LMS Administration: Additional Permissions

This Permission set enables a user to utilize the custom Absorb LMS Setup page. It should be assigned to users who are responsible for the day to day administration of the org. Note that only read access to the Contact and User objects/fields is detailed here.
 
  • Select “Object Settings” from the drop-down menu
  • Click on the “Contacts” Object, click “Edit”, and check the box for “Read” under object permissions
    setup-35.png
  • If there are custom user fields in the org that you want to be accessible for syncing between Absorb and Salesforce, then click on “Users” under the dropdown next to “Contacts”Click “Edit” and check off “Read Access” boxes for the custom fields you want to be available for mapping in the Absorb Setup App
    setup-36.png
  • Lastly, switch to “System Permissions” from from the dropdown next to Object Settings and click “Edit
  • Add the following permissions. Once all the permissions below are added, “Save” the permission set:
    • Customize Application
    • Manage Connected Apps
    • Manage Custom Permissions
    • View Setup and Configuration
  • Additional permissions can be added as required based on the administrator’s responsibilities
 

Absorb LMS Sales Ops: Additional Permissions

This permission set is intended for users in direct support roles for the sales teams, i.e. someone who has a more technical understanding of the Absorb and Salesforce systems, but is not IT staff or a Systems Administrator. One of their responsibilities could be creating Featured Course records in Salesforce.
 
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  • Select “Object Settings” from the drop-down menu
  • Click on “Contact Awarded Competencies” then “Edit” and check the boxes for Read, Create, Edit, and Delete under Object Permissions
    setup-39.jpg

  • Repeat the same steps for the “Contact Class Attendances” and “Contact Enrollments” objects. ​This includes adding the same permissions (Read, Create, Edit, Delete)
  • Note that completing the above steps for “Contact Class Attendances", “Contact Enrollments”, and “Contact Awarded Competencies” will grant read and view all access to the Contact object automatically. This is because the Contact is the Master in the Master-Detail relationship for the above objects.

 

Absorb LMS Standard User: Additional Permissions

This permission set is intended for users who will be enrolling people into courses and managing Accounts, Opportunities, and Contacts, e.g. Sales Representatives or Account Executives who need to enroll Contacts into Courses from Absorb. This Permission set grants access to of the custom objects and junction objects required for Absorb LMS features and components to work in Salesforce.
 
  • Select “Object Settings” from the drop-down menu
  • Click on “Contact Awarded Competencies” and check the box for Read, under Object Permissions
    setup-42.png
  • Repeat the same steps for the “Contact Class Attendances
    setup-43.png
  • Click on “Contact Enrollments”, click “Edit” and check off “Read”, “Create”, “Editsetup-44.png
  • Note that completing the above steps for “Contact Awarded Competencies”, “Contact Class Attendances” and “Contact Enrollments” will grant read access to the Contact object automatically. This happens as the Contact is the Master in the Master-Detail relationship

     

Absorb LMS Community User: Additional Permissions

Note: This permission set is only needed for use of the Absorb Salesforce Communities functionality. If your organization does not use Salesforce Communities, this permission set does not need to be adjusted.
 
  • Select “Assigned Connected Apps” from the drop-down menu
    • Select “Edit
    • Add “Absorb SSO to the list of connected apps
    • Click Save
  • Select “Object Settings” from the drop-down menu
    • Click on “Contact Enrollments” and check the box for Read under Object Permissions
 
 
Absorb LMS Enroll Salesforce Users
 
This permission set is complete as-is and does not require any additional modification.
It contains a custom Permission (absorblms.Enroll Other Users) that determines whether a user can enroll other Salesforce users into courses and curricula. This Custom Permission can also be granted directly to a different permission set or a profile.
 
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