Prepare Your Org for Action Plans

Learning Objectives

After completing this module, you’ll be able to:

• Set up action plan permissions.
• Configure task status reporting and status values.

In this module, we assume you’re a Salesforce admin who’s authorized to set up Action Plans. If you’re not an admin, that’s OK. Read along to learn how your admin would take the steps in a production org. Don’t try to follow these steps in your Trailhead Playground. The Action Plans feature isn’t available in the Trailhead Playground.

Permissions, Permissions…

Matt wants to ensure that users can manage action plan details (such as task owners and deadlines), and launch action plans from an existing template. He can do this by setting permissions to give the users access to the action plans feature. Matt decides to start small and assign the Action Plans permission set to just Ryan, the wealth manager, and Srilakshmi, the client associate.

Note

To assign the Action Plans permission set to Cumulus Bank users, Matt must grant them a Financial Services Cloud license first.

Here’s how Matt gives Ryan and Srilakshmi permissions.

1. Click and then Setup.
2. From Setup, in the Quick Find box, enter users, and then select Users.
3. Click the record for the user. Matt selects Ryan Dobson.
4. Hover over Permission Set Assignments and click Edit Assignments.
5. In the Available Permission Sets box, select ActionPlans and click .
   
   
6. Click Save.

Matt repeats the same steps for Srilakshmi.

Matt wants to ensure the pioneering duo can edit and delete action plan details (such as task owners and deadlines), and launch action plans from an existing template. He does this by enabling permissions for the Action Plans and Action Plan Templates objects.

1. Click and then Setup.
2. In the Quick Find box, enter profiles, and then select Profiles.
3. Look for the Advisor profile and click Edit beside the profile name.
4. Under Standard Object Permissions, locate:
   • Action Plans, and select Read, Create, Edit, and Delete.
   • Action Plan Templates, and select Read, Create, Edit, Delete, and View All.
     
5. Click Save.

Matt repeats the same steps for Srilakshmi’s profile.

Status Is Everything

Ryan’s excited to learn that action plans can remedy a big pet peeve. Currently there’s no way to ensure that people report on the status of the tasks they’re assigned to. With action plans, he can make status a requirement. No longer will tasks disappear into a black hole, never to be seen again. 

Here’s how he makes status a required field.

1. Click | Setup | Object Manager tab.
2. In the Quick Find box, enter action plan, and select Action Plan.
3. Click Page Layouts and then Action Plan Layout.
4. Under Action Plan Information, hover over Status and click the next to it.
   
5. On the Field Properties window, select Required.
   
6. Click OK, then click Save.

Ryan and Srilakshmi also review the default status values and decide that they can use an additional custom value, Postponed. 

Here's how Matt adds Postponed as the new custom value. 

1. Click | Setup | Object Manager tab.
2. In the Quick Find box, enter action plan, and select Action Plan.
3. Click Fields & Relationships and then Status.
4. In the Status Picklist Values section, click New.
   
   
5. Enter Postponed as a custom status value, and click Save.
6. In the Status Picklist Values section, click Reorder.
7. Select Postponed and use to move it below In Progress.
8. Click Save.

What's Next

Matt has prepared the org by configuring permissions and fields. But Ryan still can’t see action plan templates or action plans in the org. Follow along as Matt fixes this in the next unit. Start your engines!

Resources

• Security Guide: View and Edit Tab Settings in Permission Sets and Profiles
• Salesforce Help: Set Action Plan Status Values