Set Up CRM Analytics App Licenses and Permissions

Learning Objectives

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

Breeze through setting up licenses and permissions for CRM Analytics apps.
Describe permission sets.
Share your CRM Analytics apps with other users.

(Not) For Admins Only

Let’s get you going in your adopted role as analytics expert for DTC Electronics. Today, you’ve been bombarded with requests to set up Sales Analytics.

After ensuring that your CRM Analytics app is enabled, you can give other people access to it and determine what they’re allowed to do.

These instructions use Sales Analytics for all the examples and details. The same principles apply to setting up permissions for other prebuilt CRM Analytics apps, such as Event Monitoring Analytics and Service Analytics. For detailed instructions about setting up permissions for other apps, see the resources section at the end of this unit.

You Plus One

Your CRM Analytics Developer Edition org has two active users. One is you; the other is Laura Garza, one of DTC’s sales managers. The account you’re using, set up specifically for this module, has complete admin privileges for the org. In real life, you need to meet the needs of many users with various roles, each requiring varying levels of access. Trailhead imitates life: Laura Garza has been bugging you about Sales Analytics. She’s meeting with the CEO soon, and although Laura has access to CRM Analytics, she wants access to the Sales Analytics app to show the CEO how her team is doing this quarter.

So, to get her going, you:

Give her the right licenses and permission sets to use Sales Analytics.
Share the Sales Analytics app with her so she has the access she needs to get ready for her meeting.

Permission Sets Included in the CRM Analytics License

Before you can select any permission set for CRM Analytics, you must have purchased a license. You can purchase the CRM Analytics Growth or CRM Analytics Plus license. Then, determine which permission set is correct for a user's needs and assign that permission set to the user, in this case, Laura.

The CRM Analytics Plus license comes with 2 permission sets: CRM Analytics Admin and CRM Analytics User. You need to figure out which permissions in those sets are appropriate and then assign them to the user. Laura only needs to view CRM Analytics assets, so she needs the CRM Analytics User permission set. Users who need to edit and manage CRM Analytics assets, as you’re doing, need the CRM Analytics Admin permission set.

The CRM Analytics User permission set includes:

Use CRM Analytics. This permission is for users who need access to any CRM Analytics assets.
Use CRM Analytics Templated Apps. This permission is for users who need access to any CRM Analytics apps included with the CRM Analytics Growth or Plus licenses. This includes Sales Analytics and a variety of other apps, which you can see when you select Create and open the template picker.

Users with the “Use CRM Analytics Templated Apps” permission and Editor or Manager access to the app can create, edit, and delete assets in the app. With Viewer access, they can create and save dashboards based on app datasets in their private folder.

Use Einstein Discovery. This permission is for users who need access to any Einstein Discovery stories shared and available with CRM Analytics apps.

The CRM Analytics Admin permission set includes:

Manage CRM Analytics. This admin-level permission allows you access to all of the CRM Analytics features.
Manage CRM Analytics Templated Apps. This is admin-level permission that lets you create, share, and delete apps. You should be careful about assigning this to users like Laura, who probably won’t need to create apps.
Manage Einstein Discovery. Another admin-level permission. You use this to create Einstein Discovery models and stories.
Download CRM Analytics Data. Download screenshots and data in tabular format through the CRM Analytics user interface.
Edit Dataset Recipes. This allows you to customize the data in your app with recipes, an advanced CRM Analytics data integration feature you don’t use in this Trailhead module.

Assign Permission Sets

You just need to assign the right permission set to Laura. You’re nearly ready to let her loose in Sales Analytics. Let’s get Laura that visitor visa.

From Setup, in the Quick Find box, enter Permission, and select Permission Sets.
Click the permission set you want to give her, CRM Analytics Plus User.
Click Manage Assignments.
Click Add Assignments.
Scroll down to find Laura Garza, select the checkbox in her row, and click Next.

Laura Garza selected in the list of users to assign permissions to

You want to assign Linda this permission permanently so you don't have to make any changes on the next page. Simply click Assign.

Share Your App

Now that you’ve given Laura permission to view content, you’re ready for the next step of the app's lifecycle: sharing. This lets Laura see the great work you’ve just done. And through sharing, as she uses your app, you collaborate and learn how to make the app even better.

You're probably still in the Setup pages. For the next task, return to Analytics Studio.

Look for the app you created—My First Analytics App— in the For You section of the Analytics Studio home page.
From the dropdown to the right of the app name, click the Share option.
To give access to Laura Garza, start typing her name in the lower section where you can invite others. Because you’ve set her up in your org, her name appears in a dropdown list after you type a few letters. Click her name to select her.

Type Laura in the Invite others field to share the app with Laura Garza

Leave Laura’s access level as Viewer, and click Add.
Click Save.

When Laura opens Analytics Studio, she sees the folder icon and has viewer access to the app.

Wrapping Up and What’s Next

You’re done. You’ve learned about the permissions for CRM Analytics, assigned the right permission set to another user, and shared your CRM Analytics app with that user. That’s a lot of steps, but it’s all about security, security, security.

The same basic process applies to other apps and users, even though you did all this using Sales Analytics. The only difference is the permission sets you assign. Also, each app requires that you share it with other users.

For now, pat yourself on the back. You’re well on your way to becoming a CRM Analytics expert.

Resources