Creating New Users

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**Note: This content is intended for system administrators and is technical in nature**

Overview

This article covers the necessary steps to create a new user profile and ensure the profile has the necessary licenses and permissions to view your Practifi instance.

Confirming available licenses

  1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page (represented bySettings_Cog.png ) and select Setup.
  2. Use the Quick Find search bar on the upper-left side of the page to search for “Installed Packages.”
  3. Select the Installed Packages option located under the Apps > Packaging menus.
  4. On the Installed Packages table, locate the Practifi named package.
  5. If the number within the Allowed Licenses column is greater than the number within the Used License column, a license is available for use. If the number in both columns is the same, there are currently no licenses available.
  6. If you have reached the maximum number of licenses, you can do one of the following:
    • Reach out to your CSM to order a new license, which should be made available within 24-48 hours once signed for by your firm.
    • Remove a license from another user for reassignment to the new user. This is typically done when the new user is a replacement for an inactive user within your firm. Please consult our Deactivating Users article for more information about making a license available from an inactive user. 

Creating the user profile

  1. Under Administration in the left-hand menu, select Users.
  2. In the Users drop-down, select Users.
  3. On the Users table, select New User.
  4. Enter the required user information into the following fields under the General Information section:
    • First Name
    • Last Name
    • Alias – This field will auto-generate when clicked into after completing the First Name and Last Name fields. Change this value from the auto-generated value to an easily recognizable alias. For example, “Alberto” or “AlbertoS” instead of “asanch.”
    • Email
    • Username – This will auto-generate when selected after completing the Email field.
    • Nickname – This will auto-generate when selected and should be changed to match the user’s alias.
  5. Leave Role set to “<None Specified>.” This field is set only when sharing settings are in place within your Practifi instance. If sharing settings dependent upon roles have been established within your Practifi instance, the Professional Services team will inform you of the value needed in this field.
  6. Set User License to either Salesforce or Salesforce Platform.
    • Please note: To create a System Administrator user within your organization, this selection must be set to a Salesforce license and not be set to Salesforce Platform.
  7. Select the Profile of either Practifi User - Salesforce for users with a user license type of Salesforce or Practifi User - Salesforce Platform for users on a Salesforce Platform license. 
    • Please note: If your firm has been using Practifi before our Trebbanio release, older profile options will be available for you in the drop-down menu. These options can continue to be used and set the primary App that your team member will receive upon entry into Practifi. To add additional App access, please follow the instructions in this article's Assigning Practifi App access section. The old user profile options available are the following:
      1. Practifi – Advisor
      2. Practifi – Client Service
      3. Practifi – Compliance
      4. Practifi – Management
      5. Practifi – Marketing
      6. Practifi – System
      7. Practifi – Team Member
  8. The Locale Settings section sets the Time Zone option to the time zone that the user is currently located in. This field will default to the Organization’s default time zone.
  9. Leave the “Generate new password and notify user immediately” checkbox enabled if you want the user to receive a credential email immediately. Please note: the link within the credentials email the user receives will only be active for 24 hours. If the new user is starting later, they will need their password reset. For more information on performing this reset, please consult our article about resetting a user’s password.
  10.  Select Save to finalize the creation of the user profile.

Assigning permissions

  1. Once the user profile has been created, select the new user’s name from the Users list to view their user profile.
  2. Navigate to the Permission Set Group Assignments section on the user profile.
  3. In this section, select Edit Assignments.
  4. Select the name of the applicable permission set group from the Available Permission Set Groups. When the permission set group is selected properly, the name will highlight blue within the list.
  5. Select Add to move this permission set group to the Enabled Permission Set Groups list.
  6. Press Save to finalize the addition of this permission set.
  7. A pop-up menu for applying a Lightning Console license may appear. Select Continue to apply this permission set.
  8. For additional information about managing user permissions, please consult this article.

Assigning Practifi App access

Users will need App permissions assigned to their user profile in addition to system permissions. App permissions will set the Apps that the user has access to within your organization. Set the App permissions to the user’s Apps that make the most sense for their role within your firm. 

Please note: If your firm has been using Practifi before our Trebbanio release, our older profile options will be available within your organization. These older profile options will set the user's primary App within Practifi. Follow these steps to add additional App access, if necessary. 

  1. If not already within the user's profile, select the new user’s name from the Users list to view their user profile.
  2. Navigate to the Permission Set Assignments section on the user profile.
  3. In this section, select Edit Assignments.
  4. Select the name of the applicable App permission set from the Available Permission Sets list. When the permission set is selected properly, the name will highlight blue within the list. Available App permissions are as follows:
    • Practifi - Assigned Apps - Advisor
    • Practifi - Assigned Apps - All
    • Practifi - Assigned Apps - Client Service
    • Practifi - Assigned Apps - Compliance
    • Practifi - Assigned Apps - Data Management 
    • Practifi - Assigned Apps - Management
    • Practifi - Assigned Apps - Marketing
    • Practifi - Assigned Apps - Settings
    • Practifi - Assigned Apps - Team Member 
    • Practifi - Assigned Apps - Team Member Mobile
  5. Select Add to move this permission set group to the Enabled Permission Set list.
  6. Repeat steps four and five to add all App permissions necessary for the user to access within your organization. Set the user’s App access to the options that make the most sense for their role within your firm. 
  7. Press Save to finalize the addition of the App permission set.

Assigning the Practifi license

  1. Navigate to the Managed Packages section located near the bottom of the user profile.
  2. Select the Assign Licenses button under this section.
  3. Locate Practifi under the Package Name column on the Unassigned Packages table and check the Action checkbox beside the Practifi name.
    • Please note: The checkbox will be unavailable if you do not have sufficient licenses available.
  4. Select Add to apply this license to the user.

Adding the user to a division

  1. Use the App Launcher in the upper left-hand corner to Quick Find search for “Divisions.”
  2. Select Divisions under Items in the drop-down.
  3. On the Divisions table, locate the name of the division you would like the user to be placed within and select the name.
  4. On the side panel, select the Team Members. The page will navigate to a list of team members within this division.
  5. Select the New Division Member button in the upper right-hand corner of the team member table.
  6. Within the Team Member field, search for the new user's name and select the name from the drop-down results.
  7. Check the Primary checkbox to designate this division as the user’s primary division. A user may be included in multiple divisions but should have one primary division assigned.
  8. Select Save to add the user to the division.
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