Manage Permissions for Enablement Site Publishing Roles

Learning Objectives

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

• Describe how the Enablement Sites (myTrailhead) permission set license allows an admin to set enablement site permissions for users.
• Describe the different permissions that are available for enablement site users.
• Explain how an admin gives access to enablement site features.

Tasks for a Salesforce Admin on Your Enablement Site

In the module Enablement Site Basics, you explored how an enablement site provides a personalized, engaging experience for your company’s skilling and enablement goals. You visited Pure Aloe, a company that produces moisturizers and creams made from aloe vera, and discussed how it plans to provide content to enable its employees as the company grows. 

For a refresher on how an enablement site can benefit your company and how content publishers can develop and release trails and modules for their learners, head back to the Enablement Site Basics module.

Recall from the Learn About the Components of an Enablement Site unit in the Enablement Site Basics module that the Salesforce admin at Pure Aloe, Joseph, is responsible for assigning permissions in its Salesforce org. All your enablement site users—content creators, release managers, and learners—need the appropriate user permissions in order to fulfill their roles. As with most Salesforce products, a Salesforce admin configures user permissions in Setup in your Salesforce org.

Select the Permission Set License

When your company is ready to implement an enablement site, the Enablement Sites (myTrailhead) permission set license becomes available in your org. When you create permission sets for your enablement site user roles, first select this license for each permission set. 

1. From Setup in your Salesforce org, enter Permission Sets in the Quick Find box, and select Permission Sets.
2. To create a permission set, click New.
3. Enter a label for the permission set, such as Enablement Site Release Managers, and accept the suggested API name, which must be unique.
4. In the License dropdown, select Enablement Sites (myTrailhead).
5. Click Save.

Enable Specific Enablement Site Permissions

The Enablement Sites (myTrailhead) permission set license lets you enable specific enablement site permissions on a permission set. This way, you can create permission sets that grant appropriate permissions for each of your user roles. Here are the permissions you can enable.

Here’s how you can enable specific permissions on the permission set that you created.

1. On the permission set overview, select System Permissions.
2. Click Edit.
3. Enable the specific permissions that users who are assigned to the permission set can access.

Did you notice the Enablement Content Collections Access settings on the permission set? Those access settings are used for enabling access to specific content collections for learners who consume your enablement site content. We further discuss content permissions later in this module.

Example: Release Manager Permissions

Let’s look at an example from Pure Aloe. Joseph wants to make sure that the release manager, Marisol, has all the permissions that she needs to fulfill her responsibilities. Joseph creates a permission set named Enablement Site Release Managers, and enables these permissions.

• Create Content, so that Marisol can access Trailmaker Content for adding trails and modules to releases.
• Manage Releases, so that Marisol can create and publish releases.
• Preview Release, so that Marisol can preview how new or changed content planned for a release appears in the Pure Aloe enablement site before she publishes the release.
• View All Content, so that Marisol can see trails and modules for all Pure Aloe learners.

Example: Content Creator Permissions

Let’s take a look at another example from Pure Aloe. Cindy, a content creator who specializes in writing, needs access to different tools than Marisol, the release manager. Joseph creates a permission set named Enablement Site Content Creators, and enables these permissions.

• Create Content, so that Cindy can access Trailmaker Content and move drafts into trails, modules, units, and quizzes.
• Preview Release, so that Cindy can preview how new or changed content planned for a release appears in the Pure Aloe enablement site before Marisol publishes the release.

Example: Admins

What about Joseph himself? As a Salesforce admin, he’s used to working in the Salesforce org for Pure Aloe and managing permissions. But Pure Aloe has asked Joseph to help set up and configure its enablement site. That means Joseph needs to give himself (and potentially other admins) permissions to manage data that affects the enablement site user experience. Joseph creates a permission set named Enablement Site Admins, and enables these permissions.

• Manage Content Collections, so that he can set up and maintain the collections of content that Pure Aloe wants to make available for different groups of learners. These collections are managed in the Salesforce org.
• Manage Site Settings, so that he can configure details for the enablement site and set up its user authentication provider, company branding, and content filters.
• View All Content, so that he can help set up and run reports on content from any content collection.

Most likely, Joseph doesn’t need to access the Trailmaker Content or Trailmaker Release apps, so he skips those permissions for now.

Assign Users to Permission Sets

To activate the enabled permissions for a particular user, add the user to the permission set. You can do this in a couple of ways.

Some companies prefer to find a specific user first, then add that user’s permissions. For example, Joseph knows that Marisol is the release manager and that she requires the release managers permission set.

1. From Setup in your Salesforce org, enter Users in the Quick Find box, and select Users.
2. Click the name of the user that you want to assign the permission set to.
3. On the user detail page, scroll to Permission Set Assignments, and click Edit Assignments.
4. Select the appropriate permission set from the list of available permission sets, and move it to the list of enabled permission sets.
5. Save your changes.

Other companies prefer to start with a permission set, and then add specific users. For example, Joseph knows that his Enablement Site Content Creators permission set applies to all the content creators at Pure Aloe, including Cindy.

1. From Setup in your Salesforce org, enter Permission Sets in the Quick Find box, and select Permission Sets.
2. Click the name of the permission set that you want to add specific users to.
3. Click Manage Assignments.
4. On the Assigned Users page, click Add Assignments.
5. Check the box next to the user that you want to add, and click Assign.
6. Click Done.

Joseph continues creating permission sets and assigning users for other publishing roles at Pure Aloe. He’s had a busy day… but he’s not done. Joseph has a few more tasks that he’s responsible for, including configuring the enablement site, selecting an authentication service provider, and setting up permissions for Pure Aloe learners.

Resources

• Knowledge Article: Bulk Assign Permission Set License Assignments
• Salesforce Help: Assign Permissions for Enablement Site Users
• Salesforce Help: Permission Sets
• Salesforce Help: Permission Set Licenses