Mountains and greenery next to text that says, "Introducing the User Access and Permissions Assistant."

Analyze, Report, and Manage Permissions with the User Access and Permissions Assistant

By

The first habit we covered in our Essential Habits for Salesforce Admins Trailhead Module was user management, because making sure your users have the right access to the right data, at the right time, is key to your success as an admin. One major component in ensuring your users have that access is Permission Set Assignments. But reporting on assignments has been a challenge, and we hear you! That’s why I’m excited to announce the User Access and Permissions Assistant.

What is the User Access and Permissions Assistant?

Before we get into all of the awesome details about the User Access and Permissions Assistant, I want to give you a brief history of why reporting on permission assignment is not as simple as just opening up the permission assignment object to the Reports and Dashboards feature. Think about all of the ways a user can be assigned a permission: directly through a permission set, indirectly through a permission set group, on a profile (as a reminder, we still plan to end-of-life permissions on profiles), and by muting a permission(s) from a permission set group. Phew, that’s a lot of options for assigning permissions to users.

When I first joined Salesforce almost a year ago, I took the permission set assignment object and extracted it, put it in a custom object, and tried to get to the net of what a user has access to in standard reports. I realized I really couldn’t do it and it would be super complicated. And, as the product manager for this area, I didn’t feel right giving you something that wasn’t really going to solve your problem. We looked at our tech stack and noticed this Salesforce Labs app called Permission Helper. There were some reporting and analysis capabilities built in that we could use to start helping our customers report on and analyze their user access.

Now, let’s dive into what the User Access and Permissions Assistant does and what you can expect from it.

How do admins work with the User Access and Permission Assistant?

First, you’ll need the User Access and Permissions Assistant App. If you already have Permission Set Helper, then by the time you’re reading this you should have received an upgrade to the new app. If you didn’t have the app previously, you can download it here.

Once you install the app, you’ll need to run through a few setup steps which can be found here Even if you’ve had the app previously installed, you should take a look and make sure everything is set up correctly.

Once you’ve set up the app, navigate to App Launcher and search for User Access and Permissions Assistant.

Searching for the User Access & Permissions Assistant in App Launcher.

Once you’re in the app, you’ll see there are four tabs that will allow you to do the following:

  • Analyze: Analyze by user, permission set, or permission set group. Use this tab when you want to understand who has a particular permission and why.
  • Converter: Take a profile and convert to a permission set. (If you were seeing issues with object CRUD and FLS not coming over, that should all be fixed. Record types will not come over currently, but that’s on our longer-term roadmap.)
  • Report: Report by users, permission sets, or permission set groups to understand who has what. For example, if you want to report on which users have Modify All Data and Customize Application permissions, this is where you’d do that. You can also export those results. (If you were seeing a Lightning component popup error here, this should all be fixed now.)
    • Something really cool you can do in this tab is report on permission dependency and visualize it so you can see everything that’s dependent on a specific permission.
  • Manage: Get a better and easier view of Permission Set Groups and Permission Assignments while we work on the overall UX within platform.

Viewing Permission Set Groups in the User Access & Permissions Assistant.

What does this mean for admins?

Analyzing, reporting, and managing permissions will become easier for you. You no longer have to export files and do a bunch of calculations on your own to understand a user’s access—the User Access and Permissions Assistant will make these tasks much simpler! This is just the start of what we plan to bring to you in this app. Watch the video below for a detailed overview on how the app will help you, our #AwesomeAdmins, manage and analyze permissions.

Next steps for admins and the User Access and Permissions Assistant

As a best practice, you should install the app first into a sandbox or Developer Edition org to try it out before using it in your production org. Here’s the link to the AppExchange listing. 

If you have any feedback or want to discuss more, head on over to our Trailblazer Community Group.

Resources

Trees and greenery next to Cloudy holding a megaphone.

The Future of User Management

This post is a follow-up to a packed session we held at #DF22 called “The Future of User Management.” We want to provide a summary of the session for those of you who weren’t able to get into the session due to room capacity or weren’t able to attend Dreamforce in person. Our session at […]

READ MORE
Blaze and Astro standing on a field holding a security shield.

Get Ready for Multi-Factor Authentication: Plan for Auto-Enablement

Multi-factor authentication (MFA) is one of the easiest and most effective ways to protect user accounts against cybersecurity threats. It’s such an important safeguard that Salesforce made it a contractual requirement to use MFA when accessing Salesforce products. That requirement went into effect on February 1, 2022. And now? MFA auto-enablement for Salesforce orgs is […]

READ MORE

Have an Idea for a Story?

We are all about the community and sharing ideas.
Do you have an interesting idea or useful tip that you want to share?

SHARE YOUR IDEA