Permissions: Get Started on the Right Foot
The process of configuring and assigning user permissions in is critical for organizations using our flagship application, MapAnything for Salesforce. In fact, MapAnything has several specific permission requirements and best practices that all organizations should be aware of when configuring the following:
- User Permissions
- User Actions
- Folder Permissions
Best Practices when assigning user permissions
MapAnything for Salesforce is a license based application, once a user has a MapAnything license you can start assigning user permissions which will grant or restrict user access to certain features.
NOTE - Only System Administrators or users with the Customize Application permission can configure the MapAnything package and manage user permissions.
Some best practices to consider when assigning user permissions include:
- Folder Admin: This setting will allow the user to manage folders within the MapAnything for Salesforce corporate folder and should only be selected for users responsible for creating marker layers and assigning folder permissions.
- Show User Folders: This setting will allow the user to view User Folders which mirror the role hierarchy set forth within Salesforce and should only be selected for users with knowledge of Salesforce hierarchy, mainly Salesforce Admins.
- Allow Exports: This setting will allow the user to export records that are displayed on the map. The data exports will automatically be formatted as a .XLS. This should be selected if you organization allows users to export data.
- Editable Tooltips: This setting will allow the user to perform in-line edits on the fields visible in the tooltip window. This permission should be selected if you would like users to edit fields directly from the map-interface. MapAnything for Salesforce will follow the same field level security as Salesforce, so only users with edit field permissions can edit a field.
- Max Query Size: This setting determines the number of records an individual marker layer (query) can return for a particular user. Multiple marker layers, or queries, can be plotted simultaneously. The maximum is 50,000 records per marker layer.
- Max Export Size: This setting determines the number of records that the user can export at once. The recommended maximum is 5,000 records.
Assigning user actions
User actions can be assigned to each user or profile by creating button sets, which are actionable buttons assigned to users based on requirements they will need to do their job on a day-to-day basis. For example:
- Outside Sales team: Will need to create optimized routes and schedules, send emails, add new tasks and events, create new leads using Click2Create, etc.
- Inside Sales team: Will need to create leads using Click2Create, send emails, add new tasks and events, etc, but not create optimized routes and schedules.
- Marketing: Will need to add to leads and contacts to campaigns, send emails, add tasks and events, etc.
We recommend creating specific button sets for each user and/or profile, then assign the appropriate button set to each user and/or profile.
Enabling and Granting folder permissions
The MapAnything for Salesforce interface has multiple folder levels which can be used when creating marker layers. These folder levels are:
- Personal Folder: Contains folders and marker layers created by and unique to the logged in user
- User Folder: Refers to the second (sometimes hidden) folder in the folder menu. This folder mirrors the organization's role hierarchy and can be used to assign marker layers to users.
- Corporate Folder: This is a public folder. All users have access to all marker layers and sub-folders unless folder level permissions are set.
As a best practice, each organization should have a select group of people responsible for creating marker layers. This is normally the MapAnything project lead(s) and will often include a Salesforce Admin. Since the corporate folder is a public folder, create subfolders for your marker layers. For example, under the corporate folder create a subfolder for the Sales team, the Marketing team and Sales Managers. Assign permissions to each folder based on user role. In this example, members of the marketing team will only need access to the marketing folder.
To ensure folder permissions can be assigned to specific users and blocked from other users, enable the folder permission checkbox. Remember, the folder admin permission should only be selected for users responsible for creating marker layers and assigning folder permissions.
Once folders are created, the following access levels are available:
- Read: Gives the user access to view and plot the query.
- Create: Gives the user access to create new queries in the folder.
- Modify: Gives the user access to edit queries within the folder.
- Delete: Gives the user access to delete queries from the folder. Note that in order to delete a folder, the Admin / User must first delete all the Marker Layers within that folder.
- Set Permission: Gives the user access to set permissions against the folder.
Provide access based on requirements outlined by your organization. Read access is the most common user access granted and will to prevent users from accidentally making changes to marker layers.
To learn more about this topic, please join us on Wednesday June 12th at 11 a.m. EST.