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Configure Users

Learning Objectives

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

  • Explain the benefits of setting up user profiles and field permissions.
  • Create a user accountable record.
  • Map a sales organization and a mobility sales organization to a user.
  • Create a user setting record.
  • Assign a user to an org unit.

Set Up User Profiles

Chantelle Johnson is a new field sales rep who has joined Gustavo’s team. She is hardworking, dynamic, and she shows a lot of promise. Gustavo puts Chantelle in charge of visiting and auditing five NTO stores in the San Francisco Bay Area daily, including NTO Store #201.

Chantelle Johnson, the field sales rep at Alpine Group.

To enable Chantelle to conduct store audits and product surveys using the offline app, Fatima sets up her user profile in Consumer Goods (CG) Cloud. She assigns Chantelle the relevant permissions and configures the field-level security settings for her. For Chantelle to be able to perform her day-to-day activities, Fatima gives her the permissions and access to the appropriate groups.

In this unit, follow Fatima as she sets up the user profile for Chantelle in CG Cloud. Fatima names this user profile as CGCloud_User_Profile. With this user profile, Chantelle can complete tasks such as creating visits and activities in the offline app, or managing inventories in CG Cloud. For more information, see Create User Profiles.

Set Field Permissions for a User Profile

A Salesforce admin can package and deploy field permissions for sharing Salesforce objects to individual user profiles. However, in case of managed packages, admins can only manually configure the field permissions on Salesforce objects.

When a sales manager creates an order on a mobile device, the order is available on the visit agenda only if the Salesforce admin had manually set up the field permissions.

Fatima has already set up the field permissions for user profile CGCloud_User_Profile in CG Cloud. For more information, see Maintain Field Permissions on User and System Administrator Profiles.

Create a User Accountable Record

Gustavo has created standard activities for Chantelle in CG Cloud. Chantelle uses the activities in the offline mobile app to conduct her daily store audits.

On one of the store visits, Chantelle spots a leakage in an Alpine Group refrigerator kept at NTO Store #201. But unfortunately, she doesn’t have a matching activity to record this issue.

In scenarios like this, Chantelle would like to create activities in the offline app to record the leakage and request a replacement for the refrigerator. So, Fatima creates a user accountable record for her. The user name in the record must be unique. The record for Chantelle is already created for you in the hands-on org.

Here’s how Fatima creates a user accountable record.

  1. Click App Launcher.
  2. Find and select User Accountables.
  3. Click New.
  4. In the New User Accountable window, provide the following details.
    • User Accountable Name: Chantelle Johnson
    • User: Chantelle Johnson
  1. Click Save.The New User Accountable window showing the options to create a user accountable record.

Map a Sales Organization to a User

Sales orgs are business segments that allow you to structure your data, products, customers, and business processes according to your organizational unit. Through sales orgs, you get a global template approach within the same CG Cloud org.

To enable Chantelle to use CG Cloud, Fatima assigns her to a sales org. For more information, see Map a Sales Organization to User. The record for Chantelle is already mapped to the sales organization in the hands-on org.

  1. Click App Launcher.
  2. Find and select Sales Organization.
  3. Select the sales org 0001.
  4. Click Related.
  5. In the related list User, click New.
  6. In the New Sales Organization User window, provide the following details.
    • User: Chantelle Johnson
    • Default Visit Template: Grocery / Sales
    • Default Customer: NTO Store #201
    • Work Begins: 08:00
    • Work Ends: 17:00
    • Select Works on Monday. Repeat for Tuesday through Friday.
  1. Click Save.The New Sales Organization User window showing the options to map a sales organization to a user.

Map a Mobility Sales Organization to a User

In CG Cloud, a user can sync data only for the org that’s assigned to them as the mobility sales org. So, a Salesforce admin must assign the mobility sales orgs to the user’s profile.

Often this mapping is automatically available in the org. The Salesforce admin must check if the mapping is correct. For more information, see Map a Mobility Sales Organization to User.

Chantelle records her store audits in the offline app and syncs the results back to Salesforce when she’s online. After the data is synced to Salesforce, Gustavo analyzes the data to evaluate the promotional compliance.

Fatima assigns Chantelle to the relevant mobility sales org so that she can sync data, as and when required. Here’s how Fatima does this.

  1. Click Setup, and select Setup.
  2. In the Quick Find box, enter Users, and select Users.
  3. Click Edit for Chantelle Johnson.
  4. In the Additional Attributes section, check for the following details.
    • Mobility Sales Org: 0001
    • Sales Organization: 0001
  1. If you made any changes, click Save.The Additional Attributes section on the Users page showing the options to map a mobility sales organization to a user.

Create a User Setting Record

CG Cloud offers various customization options for the offline mobile app. These customizations streamline Chantelle’s tasks when she’s conducting her store visits. So, she asks Fatima to configure these settings for the app.

  • The landing page that Chantelle sees when she logs in to the app.
  • The days of the week shown on the calendar.
  • The picture quality of the product images.
  • The daily route displayed on the map.

Fatima configures all these settings and more by creating a user settings record for Chantelle. You can create only one user setting record for a user. For more information, see Create a User Setting Record. The record for Chantelle is already created for you in the hands-on org.

  1. Click App Launcher.
  2. Find and select User Settings.
  3. Click New.
  4. In the New User Setting window, provide the following details.
    • User: Chantelle Johnson
    • Default Management Type: Sales
    • Landing Page: Main Menu
    • Select Works on Monday. Repeat for Tuesday through Sunday.
    • Picture Quality: H-Large
    • Select Show Calendar Week.
    • Select Display Weekend.
    • Select Route in Map.
  1. Click Save.The New User Setting window showing the options to create a user setting record.
Note

Based on the working schedule, some field reps visit stores over the weekend. However, if you create a visit on the weekend, the visit status is marked as unscheduled in CG Cloud. To avoid this, select Saturday and Sunday as work days for the field rep.

Assign a User to an Org Unit

Org units are the smallest units of an organization, such as a department or a branch office. These units have a parent-child relationship, which you can use to build an org unit hierarchy.

Fatima has created the org unit California in CG Cloud to track the sales of all NTO stores in California, including NTO Store #201. She has also mapped California to the sales org 0001.

Earlier, Fatima had mapped Chantelle’s user profile to the sales org 0001. She now assigns Chantelle to the org unit California. This gives the org unit access to all the stores that Chantelle visits. And it becomes easy for Gustavo to track the sales and promotions data at the org unit level.

Fatima also marks Chantelle as the main user of the org unit. For each org unit, you can add only one user as the main org unit user. The main user is assigned to the customer account associated with the org unit for a specific validity period. For more information, see Assign Users to an Org Unit.

  1. Click App Launcher.
  2. Find and select Org Units.
  3. Find and select California.
  4. Click Related.
  5. In the related list Org Unit Users, click New.
  6. In the New Org Unit User page, provide the following details.
    • User: Find and select Chantelle Johnson
    • Select Main
    • Management Type: SalesThe New Org Unit User page showing the options to assign a user to an org unit.

Run a Batch Process

Lastly, to enable Chantelle perform store audits with the offline mobile app, Fatima runs a manual batch process. For more information, see Manually Process a Batch.

  1. Click Setup, and select Developer Console.
  2. Click Debug, and then select Open Execute Anonymous Window.
  3. Enter the following Apex class: Database.executebatch(new cgcloud.AccountManagerOrgUnitBased(),100);
  4. Click Execute.The Enter Apex Code window showing the Apex class that must be manually executed.

Fatima decides to run a few other batch processes to complete the configuration for Chantelle. Click the name of each batch process to learn what they do.

Success and Efficiency

Fatima and Gustavo have completed the setup for advanced activity management in CG Cloud. Chantelle can now create visits and activities to conduct her store audits and product surveys efficiently.

Things are looking much more organized for Gustavo and his team. They’ve taken a leap towards the path of success and efficiency!

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