User Records

Introduction

User records control access to FieldFX. Every FieldFX user must have a user record.

Prerequisites

To setup and use User Records, you need to:

Have these user licenses Have these permissions Complete these tasks
and review these topics
before continuing

  • FieldFX Base Package

See Assign User Licenses

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

To manage user records, you must:

Step-by-Step Guides

Follow these steps to add a user in FieldFX Back Office.

  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. Complete the following in order to add new users.

    FieldFX Back Office Users FieldFX Mobile Users

    1. Add a User Record.

    2. Assign Permission Sets.

    3. Assign FieldFX Licenses to a User.

    4. Configure Sharing Settings.

    1. Add a User Record.

    2. Assign a User to a Release Channel for FX Mobile.

    3. Assign Permission Sets.

    4. Assign FieldFX Licenses to a 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.

Add a User Record

Follow these steps to add a user record.

  1. In the All Users page, click New User.

  2. Enter a First Name.

  3. Complete these required fields:

    • Last Name

    • Alias

    • Email

    • Username

    • Nickname

  4. In User License, select "Salesforce Platform".

  5. In Role, select a role.

  6. In Profile, select a user profile.

    Select from an existing profile. Ensure you create the user profile first before selecting it.

  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 or continue on to Assign Permission Sets.

Assign Permission Sets

  1. Under Permission Set Assignments, click Edit Assignments.

  2. Add permission sets to Enabled Permission Sets.

  3. Click Save.

Assign User Licenses

  1. Under Managed Packages, click Assign Licenses

  2. Select FieldFX Base Package

  3. Select licenses

  4. Click Add

Configure Sharing Settings

Configure sharing settings to grant the user access to records.

Configure Access to FieldFX Mobile

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

Assign a User to a Release Channel for FX Mobile

  1. In the All Users window, open the user record.

  2. Click Edit.

  3. Under Additional Information, select a release channel in Mobile Version.

  4. Click Save.

Assign FieldFX Licenses to a User

  1. In the All Users page, open the user record.

  2. Under Managed Packages, click Assigned Licenses.

  3. Select FieldFX Base Package.

  4. Select licenses.

  5. Click Add.

- Back to Step-by-Step Guides -

Manage User Passwords

In managing user passwords, you can:

Reset a User’s Login Password

  1. In the All Users page, open the user record.

  2. Click Reset Password.

  3. Click OK.

Reset All Login Passwords

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

  2. Select Expire All User Passwords

  3. Click Save

- Back to Step-by-Step Guides -

Manage Users

When you manage users, you can:

Add Multiple Users

When adding multiple users, the number of available licenses you can use are shown.

  1. At the multiple users screen, select the user license for the users.

  2. Choose from Chatter Free, Identity, Salesforce Integration, Salesforce Platform, Salesforce, or Chatter External.

    The values shown may be different depending on the type of account your org has. For more information, check with your Account Representative.

Unlock a User

If a user can’t access FieldFX because they typed their password incorrectly more than the permitted number of times, they will be locked out.

Only a locked out user will have the Unlock button on their user record.

Complete the following steps to unlock the user.

  1. In the All Users page, open the user record.

  2. Click Unlock.

Freeze 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. In the All Users page, open the user record.

  2. Click Freeze.

  3. When the user has returned, access their user record and click Unfreeze.

Deactivate a User

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

  1. In the All Users page, open the user record.

  2. Click Freeze.

  3. Click Edit.

  4. Deselect Active.

  5. Click OK.

  6. Click Save.

After you deactivate a user:

- Back to Step-by-Step Guides -

Check Mobile Validations

Any user with the appropriate access and permissions can verify mobile validations if:

  • The user has the correct profile and permission sets to access the objects, fields, and record types which are subject to validation rules

  • The user is assigned the relevant configuration or bundle that FieldFX uses to manage which validations can be seen

  • The user can sync to the mobile app after the validation rules are deployed or updated

    • After the sync, the user complete the actions in the mobile app that will trigger the validations

  1. Confirm the validation rules are configured in the Admin Settings.

    1. Access the FieldFX Admin Portal.

    2. Check the validation rules configuration.

    3. Review the conditions and error messages.

  2. Confirm the user has the appropriate permissions and profiles.

    1. Check the user profile or permission set.

      Some validation rules may not trigger if the user doesn’t have the relevant object or field-level permissions.

    2. Ensure the user is assigned the correct configuration and syncing to the correct configuration.

      Example: If the user is using multiple mobile configuration for different business units.

      FieldFX has certain validations that could depends on "Configuration Bundles" or "Environments."

  3. Push the validations to FieldFX Mobile.

    1. Publish or deploy configurations after adding or updating any validation rules so the changes are available to mobile users.

    2. Have the user open FieldFX Mobile and perform a full sync to ensure the device receives the latest configuration.

  4. Test the validations on the user’s device.

    1. Have the user attempt an action on their device that should trigger the validation.

    2. Check for expected error messages and the user should see the custom error message or be prevented from saving the record.

  5. Verify results and review the logs if needed.

    1. Check the sync logs or mobile logs if the user doesn’t see the expected validations and confirm the updated rules were downloaded.

    2. Confirm Environment Settings to ensure the user’s device is pointed to the correct environment.

      If the user is connected to a test environment instead of production (or vice versa), they may not receive the correct validation rules.

  6. If the validations still don’t appear, you could reach out the FieldFX support for help in reviewing configuration details, logs, or potential issues.

Recommended Reading

Other FieldFX Help Topics Salesforce Help