4. Salesforce Permissions

Adding permission sets to users

Filenize includes two Permission Sets: Filenize User and Filenize Admin. Users assigned the Filenize User Permission Set can utilize the package, while users with the Filenize Admin permission set can configure Filenize to meet specific business needs. The Filenize Admin user is an additional role, so all users working with Filenize should have the Filenize User permission set.

Ensure that the Filenize Admin Permission Set is assigned to your Salesforce admin user. Once assigned, you will find the Filenize App in the App Launcher, allowing you to access and configure Filenize according to your requirements.

Assignment example:

  • End-Users

    • Filenize User (to use Filenize)

  • Admins

    • Filenize User (to use Filenize)

    • Filenize Admin (to configure Filenize)

If end-users cannot see the Named Credential in your business org, you should create a new permission set or clone the Filenize User permission set and add the Named Credential to the newly cloned permission set. By doing so, you can ensure that the required Named Credential is accessible to the end-users. Go the the new permission set > Named Credential Access or External Credential Principal Access > Add your Named Credential.

Keep Filenize Admin assignments to a minimum.

The difference in Admin and User Permission Set

Both permission sets can utilize Filenize's functionality. The admin permission set includes some additional permissions, such as:

  1. Select a Named Credential in the Filenize configuration screen.

  2. Select a Service User Named Credential in the Filenize configuration screen.

  3. Map Filenize functionality to one of the Named Credentials mentioned above.

  4. Use the Site/Subsite/Document Library helper to create a SharePoint Instance for end-users.

Having the admin permission set grants users access to these additional features, allowing them to configure Filenize according to specific requirements and manage SharePoint Instances for end-users effectively.

IMPORTANT: Granting Filenize Admin to other end-users provides them with the ability to modify the above-mentioned Filenize configurations and potentially make the app unusable for your entire business. Even worse, they might map all Filenize functionality to an admin service user, allowing them to perform tasks they wouldn't have access to otherwise. Therefore, it is crucial to consider only assigning this permission to one designated user with the utmost care and caution. Restricting the Filenize Admin permission to a single responsible user helps ensure proper control and security over the application's configuration and functionalities.

Adding licenses to users

Sandboxes do not require licenses, all users can use Filenize there for testing purposes.

After completing the installation, you need to assign licenses to your Salesforce users who will be using Filenize or its API. Follow these steps:

  1. Go to Setup > Apps > Packaging > Installed Packages.

  2. On this page, locate Filenize under the section Installed Packages.

  3. Once you find it, click on "Managed Licenses."

  4. The following screen will allow you to add or remove users from the license assignment list. Use this screen to manage the users who have access to Filenize and its API functionalities.

Select “Manage Licenses” on the Filenize package.