Option 1 - Provisioning small numbers of users
You can provision small numbers of users on an individual basis by following five simple steps.
Note: this is a summary of points 2.2 and 2.3 from this support article which contain helpful screenshots for the 1st and 3rd parts below:
1st - Enabling specific Profiles to access Cloudfind
- Go to Manage Apps, Connected Apps, click on Cloudfind Rel and then click on Manage Profiles.
- Select the user profiles that you want to be able to use Cloudfind and click Save.
Note: Users will need a Cloudfind permission set before being able to actually use the app and this is detailed in the 3rd part below.
2nd - Check if the Profile has the "View Setup and Configuration" option enabled
- Go to Manage Users, Profiles and click on the Profile you want to enable Cloudfind for.
- Then click on System Permissions, click Edit and search for “View Setup and Configuration” and make sure that the checkbox for it is ticked and click Save.
3rd - Give specific users permission to access Cloudfind
- Go to Manage Users, Users and click on the user you want to assign Cloudfind permissions to.
- On that user's profile page click on Edit Assignments
- Add the Cloudfind User Permissions to their profile and click Save
That user will now have to register with Cloudfind before gaining full access. Please scroll down to the "What will your Salesforce users see?" section on this page for more details on how a newly provisioned users can register with Cloudfind.
Option 2 - Bulk provisioning large numbers of users
To quickly provision a large number of users without clicking on tens of users, please follow the steps below.
Summary of what's required:
- Edit the required profiles to allow access to the Connected App for Cloudfind
- Assign a Cloudfind permission set for standard users to all users
- New users will be register with Cloudfind
Step 1 - Editing profiles
- In Salesforce.com Setup, go to Manage Users, Profiles, and click on the profile requiring Cloudfind access.
- Then click on Edit and make sure to tick the box for "Cloudfind_Rel".
- On the same Profile's Edit page, search for “View Setup and Configuration” and make sure that the checkbox for it is ticked and click Save.
Note that profiles can also be selected at the time of installation of the Cloudfind package, if appropriate.
Step 2 - Assign a permission set
- In Salesforce.com Setup, go to Manage Users, Permission Sets, and click on permission set Cloudfind_User_Permissions to see its detail page.
- Click Manage Assignments at the top of this page
- Click Add Assignments then select all or some users to get this permission set, then click the Assign button
When adding assignments, you can filter users using a list view to make it easier to assign to just a subset of users - see this Salesforce Support tip
Alternatively, you can try the free app, The Permissioner, which helps with assigning permission sets - see The Permissioner - Mass Assign Permission Sets - in particular, this lets you search for users based on a profile to select who will get a permission set.
What will your Salesforce users see?
Here is a support article that you should send to new users coming on board - Adding Yourself as a Cloudfind-for-Salesforce User
The Salesforce users you've just provisioned will be prompted to register with Cloudfind by the click of a button.
They will then have to authenticate (one-time action) with their cloud storage account to make sure that they can access the files that have been shared with them.
If the default cloud storage you select is, for example, Dropbox, then all users will have to authenticate with a Dropbox account. Your default cloud store is the one selected under the Cloudfind Admin - Choose Cloud Store section.
Choosing a User Role after your new users have registered with Cloudfind
There are four types of user roles in Cloudfind, each which different permissions.
The default role for new users is Content Administrator, which means they can edit tags on files and can also create new or delete tags.
You can change assign user roles by going to Cloudfind Admin and clicking on Manage Users.
For a list of what the different roles can and can't do, please have a look at this article User Roles and their permissions
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