Manage Permissions for Enablement Site Learners

Learning Objectives

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

• Explain how a content collection provides value to your company’s enablement strategy.
  
• Describe how content collections and permission sets work together.
  
• Identify use cases for content collections.
  

More Tasks for a Salesforce Admin on Your Enablement Site

Let’s check in on Joseph, the Salesforce admin at Pure Aloe. He’s created permission sets for the different roles that collaborate to create and publish content. And he’s set up the company’s enablement site, configured an authentication provider for validating users’ credentials, and even implemented the company’s brand style guide rules. 

Now there’s a big piece of the enablement strategy that still needs some attention: the learners.

Your enablement site is meant to be experienced by people who find and complete content. 

A Salesforce admin is responsible for ensuring that learners have permission to access content on your enablement site. They work closely with content creators to design and implement a strategy for ensuring that different groups of learners can access the content that’s right for them.

Plan Your Content Collections

Different learners have different enablement requirements. People in one particular discipline, team, or geographic region must access content that’s specialized for them. Learners have jobs to do, and they don’t want to waste time looking for the right content. 

At Pure Aloe, a content creator who specializes in enablement strategy, Romina, wants to target a few specific groups.

• The Sales team, which has aggressive goals for the next fiscal year
  
• The Support team, which is ramping up on a new system for managing cases
  
• All Pure Aloe employees, regardless of role, who need to stay informed about company remote work and wellness policies
  

How can Romina make sure that each group has access to the right content?

Joseph to the rescue! A Salesforce admin can create content collections: groups of content that only specific learners have permission to access. Romina can ask Joseph to create separate content collections for her different audiences.

Meet the Content Permissions Assistant

You’ve learned quite a bit about permissions in both the Enablement Site Basics module and this module. You know that permissions can be complicated. There are multiple mechanisms in Salesforce for accessing and sharing data. To help your admins get started with this specific project, we built the Content Permissions Assistant.

From Setup in your Salesforce org, in the Quick Find box, enter Enablement, and then under Enablement Sites (myTrailhead), select Content Permissions Assistant.

Setup can include pages named Enablement and Enablement Sites (myTrailhead), depending on your org's licenses. The Enablement page applies to a different product. For setting up an enablement site, use the pages under Enablement Sites (myTrailhead).

The Content Permissions Assistant page provides a guided workflow for creating content collections and updating permissions.

Review the Planning Resources

The first two steps of the assistant link to helpful info about content permissions and collections. We recommend that you check out these resources before you start creating any content collections or permission sets, and keep them handy as you implement your enablement strategy.

First, watch a video that explains the process and walks through an example that’s similar to the one described in this unit. You can check out that same video here:

Second, you can find content collection examples and detailed how-to guides in Salesforce Help. 

Update Admin Permissions

When you’re ready to get started, make sure that your Salesforce admins have a permission set that:

• Uses the Enablement Sites (myTrailhead) permission set license
  
• Enables the Manage Content Collections and View All Content system permissions
  

Does this look familiar? In the Manage Permissions for Enablement Site Publishing Roles unit, you saw an example of how to create a permission set with these requirements for enablement site admins. If you need a refresher on how to create a permission set with these requirements, return to that unit.

Create Content Collections

To begin creating content collections, use the Content Collections page under Setup. This page becomes available after you enable the Manage Content Collections permission, and shows a list view of all the content collections in your org. You can access this page in a couple of ways.

• From step 4 of the Content Permissions Assistant, click Go to Content Collections.
  
• From Setup, in the Quick Find box, enter Enablement, and then select Content Collections.
  

Recall from the previous unit that an admin creates a company’s initial content collection when they create a subdomain name for your enablement site. For Pure Aloe, Joseph created the All Employees collection when he created the purealoe subdomain. When he visits the Content Collections page under Setup, he sees that the initial content collection is already on the list. 

Next, he can click New Content Collection, and create the remaining content collections for the Sales team and Support team.

At this point, these content collections are empty containers. Collections don’t contain actual trails or modules until content creators add content to a release in Trailmaker.

Create Permission Sets for Content Collections

When you create a permission set that uses the Enablement Sites (myTrailhead) license, the permission set’s overview page includes the Enablement Content Collections Access settings, where you can enable specific content collections. Any users assigned to that permission set can then access those content collections.

Joseph wants to make sure that members of the Pure Aloe Sales team can access the content in the Sales Team content collection. So, Joseph completes these steps.

1. He creates a permission set, Sales Team Learners, that uses the Enablement Sites (myTrailhead) permission set license.
   
2. He selects the Enablement Content Collections Access settings on the permission set.
   
3. He adds the Sales Team content collection to the list of enabled content collections.
   

Joseph repeats these steps to create other permission sets.

• Support Team Learners, which gives access to the Support Team content collection.
  
• Required Learning for All Employees, which gives access to the All Employees content collection.
  

Add Learners to Permission Sets

Now, you can finally add specific users to each permission set. Joseph is responsible for adding Sales team members to the Sales Team collection. He can add users in a couple of ways.

• He can navigate to each user individually, scroll to their Permission Set Assignments, and add the appropriate permission set.
  
• He can navigate to the permission set, click Manage Assignments, and then select all the individual users to add at one time.
  

There’s no right or wrong way to assign users to permission sets. The method you choose probably depends on the size and complexity of your company. Because Pure Aloe is a small company, Joseph decides to start with individual users.

1. From Setup, in the Quick Find box, he enters Users, and then selects Users. Or, from the Content Permissions Assistant, he can click Go to Users in step 6.
   
2. He selects the user record for a Sales team member.
   
3. On the user detail page, he scrolls to the Permission Set Assignments section and clicks Edit Assignments.
   
4. He adds the Sales Team Learners permission set, which enables access to the Sales Team content collection, to the list of enabled permission sets.
   

Remember that the first content collection Joseph created was the All Employees collection. Members of the Sales team should be able to access content in the Sales Team collection, but they should also be able to access content in the All Employees collection. So, Joseph also adds the appropriate permission set—Required Learning for All Employees—to the list of enabled permission sets.

Joseph repeats these steps for other members of the Sales team. Then he completes similar steps for members of the Support team.

In the next module, Writing for an Enablement Site, you learn how content creators can start putting together the actual content—trails, modules, and units—that learners will complete. 

Resources

• Salesforce Help: Enable Features for Different Publishing Roles
• Salesforce Help: Allow Learners to Access Enablement Site Content Collections
• Salesforce Help: Considerations for Getting Started with Content Collections
• Salesforce Help: Examples of Content Collections
• Salesforce Help: Migrate Published Content to a Different Content Collection
• Salesforce Help: Permission Sets
• Salesforce Help: Permission Set Licenses