Admin Portal Tools


With the Admin Portal, system administrators can access user-friendly screens to manage various aspects of the FieldFX system. You can access functions such as user access, workflows, price book rules, and FX Logs viewers and Sync Events Viewers.

Screenshot of the Admin Portal Dashboard screen
The Admin Portal Dashboard is a responsive design. Depending on your device or browser tab size, the tool buttons might not be in the same place.

You can’t access FX Logs from under the Sync block while you are in Back Office. You can access FX Logs in a separate tab.

  1. Log in FX Back Office first, using the same browser as you did for FX Logs.

  2. Open a new tab to
    The Admin Portal opens showing the FX Logs option in the Sync block.

  3. Or you can open a new tab to
    FX Logs opens up now.

For version updates to the tools on the Admin Portal, see Admin Portal Updates.


These permission sets are required to
view and edit the tools in the category:

Permission Set Category

Admin Portal Miscellaneous


Admin Portal Mobile Tools

Mobile Tools

Admin Portal Pricing


Admin Portal Security


Admin Portal Sync

This permission set is for the Sync Event Viewer.


To use the Admin Portal, the user profile must have one or more of these custom permissions:

Admin Tools Dashboard Custom Permissions

You will also need to set up access to the Admin Tools and Salesforce Tab Access.

Grant Access to Admin Tools

Anyone with the ability to edit or update your org’s Static Resource files can access the Admin Portal.

You can only grant the Permission Sets or Profiles to users with a Salesforce license.
  1. From Setup, enter Permission Sets in the Quick Find box, then select Permission Sets.

    Similar steps can be used for granting access through a Profile instead. Search for Profiles in Setup’s Quick Find box, then select Profiles.
  2. Click the permission set link for the Permission Set Label you need to modify.

  3. Scroll to the bottom of the page and select System Permissions.

  4. Click Edit Properties.

  5. Mark the Enabled checkbox for Customize Application.

  6. Click Save.

  7. For other needed permission sets or profiles, repeat the above steps.

Set Up an Admin Portal Tab in Salesforce

You can add a Visualforce page to access the Admin Portal from within Salesforce.

Add a Visualforce tab

  1. From Setup, enter Tab in the Quick Find box.

  2. Select Tabs.

  3. Scroll down to the Visualforce Tabs section, and select New.

  4. Make the following selections in Step 1:

    • Visualforce Page: Admin Dashboard

    • Tab Label: Admin Portal

    • Tab Name: accept the default Salesforce profiles

    • Tab Style: Select your preferred icon and tab color

  5. Click Next.

  6. With the radio option for Apply one tab visibility to all profiles selected, select Tab Hidden.

  7. Select Apply a different tab visibility for each profile and then select Default On for each profile that needs access to the Admin Portal.

  8. Select Next.

  9. Deselect Custom Apps that do not need to include the tab.

  10. Select Save.

Access the Salesforce Tab

Once created, users for the profile(s) with access can go to the Admin Portal from the App Launcher in Salesforce.

  1. Select the 9 dot app launcher.

  2. Enter Admin in the search bar, then select Admin Portal

    The Admin Portal displays within the Salesforce tab, logged in as the user.

  • Multi-Session log in is not supported when accessing the Admin Portal within Salesforce. For Multi-session support, access the Admin Portal directly from

  • Access to the Admin Portal requires that the user’s Profile or a Permission Set they are assigned to have access to the org’s Customize Application System Permission.

You can add the Admin Dashboard to the tabs across the top in the Lightning Experience.

  1. Switch to the Lightning Experience.

  2. Click the pencil icon to customize your tabs.

  3. At the Edit FieldFX Lightning App Navigation Items modal, find Admin Dashboard item.

    1. If not present, click Add More Items to add the Admin Dashboard.

    2. At the Add Items model, click All to see all the tab options.

    3. Click + next to Admin Dashboard. The icon changes to a green checkmark.

    4. Click Add 1 Nav Item to add the item.

    5. Click on the three lines next to Admin Dashboard and drag it to the position you want.

    6. Click Save.

The Admin Dashboard tab appears in the tab bar.

Multiple Logins

The Admin Portal supports multiple logins, making it easy to manage changes across sandbox and production environments. Log in to multiple environments, then use Switch User to change which user is active.

Step by Step

  1. Log in to the Admin Portal for an environment as normal.

  2. From the Dashboard or any of the Admin Portal tools, select the user icon at the top right corner of the screen.

    User Info Icon
  3. Select Switch User.

    user info switch user
  4. Select an existing user session to switch to or Select Production or Sandbox to add an additional log in and switch to that user.

    user info active sessions

Admin Portal Dashboard

Depending on the user’s permissions, some options may not appear. The user must have these Custom Permissions to access the dashboard.

The dashboard has these sections and links to the tools grouped in that section:

Information Panels Sync Mobile Tools Pricing
Security Miscellaneous Additional

Information Panels

The Admin Portal has information panels where you can review information about your Salesforce org and API Limits.

Block Description


You can see the instance your org is on, whether it is on a production or sandbox environment, and what release your org is using. These fields are read-only and can’t be changed here.

API Limits

To see more details about your org’s API limits, click Review All Limits.


To access the Admin Portal documentation. You will need your Production Org credentials, click FieldFX Documentation.


To submit a support case to ServiceMax support, click Submit a Case.


This section of the Admin Portal dashboard contains these tools:

Tool Description

FX Logs

To display sync events, analyze slow syncs, and review sync errors, use FX Logs.

Sync Event Viewer

With Sync Event Viewer, you can display sync event errors by user, modify sync events to correct errors, and preprocess modified events.

To see the latest release notes, click this link.

Sync Profile Wizard

With Sync Configuration Wizard, you can:

  • Create Sync Profiles to manage what objects, fields, and attachments sync to mobile devices for groups of users

  • Manage the AltSync fields for objects.

To see the latest release notes, click this link.

Mobile Tools

In this section of the Admin Portal, Mobile Tools contain the following tools:

Tool Description

Conditional Pricing

Mobile Field Updates

  • See FX Mobile Field Updates for more information.

  • With this tool, you can

    • Define default fields a mobile user sees when they create a new record then create rules to automatically update values on fields as the user edits a record.

  • To see the latest release notes, click this link.

Mobile Filters

  • Use Mobile Filters to limit the information that displays to FieldFX Mobile users when working with lookup fields.

  • To see the latest release notes, click this link.

Mobile Help Builder

  • See FX Mobile Help Tour Builder for more information.

  • With this tool, you can

    • Modify the default help text messages that display when a mobile user selects the question mark button in the lower left of the mobile screen.

    • Create help text messages for additional languages that display based on the mobile user’s default language settings in their Salesforce user profile.

  • To see the latest release notes, click this link.

Mobile Rollups

  • Use Mobile Rollups to display values in fields in FieldFX Mobile based on the values in other fields.

  • To see the latest release notes, click this link.

Mobile Validations

  • Use Mobile Validations to confirm entries field users make on their mobile devices.

  • To see the latest release notes, click this link.

Pricing Tools

Tool Description

Price Book Rules


Tool Description

Record Access Check

See what kind of permissions a user has to a particular record with the Record Access Check tool.

User Share View

  • Review a list of records that a user has access to and whether they are the owner, have access due to a rule, or were manually given access to the record.

  • See User Share View for more information.

  • To see the latest release notes, click this link.

User Wizard

  • Create a new record or manage the security of existing user records with a step-by-step User Wizard.

  • To see the latest release notes, click this link.


This section contains these admin tools:

Tool Description

Report Templates

  • Use the Report Template Editor to create and manage templates for PDF reports

  • Jumpstart report creation with provided sample templates.

  • To see the latest release notes, click this link.

Status Workflow

  • Manage the sequence of statuses for records with the Status Workflow tool.

  • To see the latest release notes, click this link.

Additional Tools

Tool Description

Sync Diagnostics

  • Sync Health Board displays real-time metrics about Sync Engine performance.

  • Sync Simulator displays a real-time snapshot of the data and attachments that sync to FieldFX Mobile for a user.

Sync Administration

  • Audit Log records when users accept the FieldFX License Agreement or log out from FieldFX Mobile.

  • Packet Viewer is a tool in the Audit Log that displays the contents of sync packets.

  • Sync Upload Errors occurs when Auto Sync data from FieldFX Mobile doesn’t sync successfully to FieldFX Back Office.

System Status

  • FieldFX Trust site displays real-time information on system performance, security, and updates.

User Management

  • Copy User Settings enables system administrators to copy settings from an existing user to another user or users.