User Records

Prerequisites

Setup

To manage user records, you must:

Permissions

To manage user records, you need:

  • User object:

    • Read and Edit permission for the Mobile Version field

  • System permissions:

    • Assign Permission Sets

    • Manage Internal Users

    • Manage IP Addresses

    • Manage Login Access Policies

    • Manage Package Licenses

    • Manage Password Policies

    • Manage Profiles and Permission Sets

    • Manage Roles

    • Manage Sharing

    • Manage Users

    • Reset User Passwords and Unlock Users

    • View All Users

    • View Setup and Configuration

Basics

  • User records control access to FieldFX.

  • Every FieldFX user must have a user record.

Best Practices

Complete the following to add new users.

FieldFX Back Office Users

  1. Add a user record

  2. Assign permission sets to the user

  3. Assign FieldFX licenses to the user

  4. Configure sharing settings to grant record access

FieldFX Mobile Users

  1. Add a user record

  2. Assign the user to a release channel

  3. Assign permission sets to the user

  4. Assign FieldFX licenses to the user

  5. Add a user contact and link it to the user

  6. Add a sync configuration and link it to the user

  7. Configure sharing settings to grant record access

Adding a User

Video

Step-by-Step Guide

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. Add a user record:

    1. From Setup, enter "manage users" in the Quick Find box, then select Users

    2. Click New User

    3. Enter the user’s name and email address

    4. In User License, select "Salesforce Platform"

    5. In Role, select a role

    6. In Profile, select a user profile

    7. In Mobile Version, select a release channel for the user if they need access to FieldFX Mobile

    8. Under Locale Settings, select applicable options

    9. Select Generate new password and notify user immediately

    10. Click Save

  4. Assign permission sets:

    1. Under Permission Set Assignments, click Edit Assignments

    2. Add permission sets to Enabled Permission Sets

    3. Click Save

  5. Assign user licenses:

    1. Under Managed Packages, click Assign Licenses

    2. Select FieldFX Base Package

    3. Select licenses

    4. Click Add

  6. Configure sharing settings to grant the user access to records

  7. Complete the following if the user needs access to FieldFX Mobile:

    1. Add a user contact

    2. Add a sync configuration

Assigning a User to a Release Channel

Video

Step-by-Step Guide

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "manage users" in the Quick Find box, then select Users

  4. Open the user record

  5. Click Edit

  6. In Mobile Version, select a release channel

  7. Click Save

Assigning FieldFX Licenses to a User

Video

Step-by-Step Guide

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "manage users" in the Quick Find box, then select Users

  4. Open the user record

  5. Under Managed Packages, click Assigned Licenses

  6. Select FieldFX Base Package

  7. Select licenses

  8. Click Add

Resetting a User’s Login Password

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "manage users" in the Quick Find box, then select Users

  4. Open the user record

  5. Click Reset Password

  6. Click OK

Resetting All Login Passwords

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "expire" in the Quick Find box, then select Expire All Passwords

  4. Select Expire All User Passwords

  5. Click Save

Unlocking a User

If a user can’t access FieldFX because they typed their password incorrectly more than the permitted number of times, complete the following steps to unlock the user.

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "manage users" in the Quick Find box, then select Users

  4. Open the user record

  5. Click Unlock

Freezing a User

Freeze a user record if an employee takes a leave of absence. This prevents unauthorized usage of the user record while the employee is away.

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "manage users" in the Quick Find box, then select Users

  4. Open the user record

  5. Click Freeze

Deactivating a User

If you terminate an employee, deactivate their user record to prevent them from accessing FieldFX.

  1. Access FieldFX Back Office

  2. Switch to Salesforce Classic

  3. From Setup, enter "manage users" in the Quick Find box, then select Users

  4. Open the user record

  5. Click Freeze

  6. Click Edit

  7. Deselect Active

  8. Click OK

  9. Click Save