Creating and Managing Sentir Users in Access Management

Learning Team

This article is intended for System Administrators. The settings described here are only accessible to users with administrator permissions.

Overview

Access Management is the central hub for user and permission management in Sentir. From a single page in the Settings app, a System Administrator can browse users; view and update their profiles, licenses, features, permission set groups, permission sets, and division memberships; and create new users individually or in bulk. To learn more about permission sets and user types, see Understanding Sentir Permissions.

Please note: Using Access Management settings requires the Settings permission under Apps & APIs in Access Management, as well as the System Administrator profile.

Navigate to Access Management
The Users Section
The Features Section
The Permission Set Groups Section

Navigate to Access Management

To view Access Management settings:

Click the App Launcher and select Settings.
From the Settings app, click the Navigation Menu and select Access Management.

The Users Section

When Access Management opens, the Users section is selected by default. The left navigation rail also includes Features and Permission Set Groups.

The Users section displays a searchable list of users with a filter dropdown that defaults to Active Users. You can switch the view to Inactive Users, All Users, System Admins, or Recently Created.

A license counter above the user list shows how many of each license type are in use and how many are available in your organization. If you need more licenses, contact your Client Success Manager or Practifi Support.

Each user card shows the user's name, license type, profile, and status. Select a user to open their details in the panel on the right.

Viewing a User's Details

Selecting a user from the list opens a detail panel on the right. The panel header displays the user's name, their active or inactive status, and a Reset Password button. Click the caret to the right of the Reset Password button to access additional actions: Open in Setup (opens the user record in Salesforce Setup), Log in as This User (assumes that user's session for troubleshooting), and Deactivate (deactivates the user's account). Below the user's name, their license type, profile, and last login date and time are displayed.

The detail panel is organized into the following sections:

Basics: Displays the user's profile, license, role, and app assignment. The profile is editable from a dropdown. The license is set automatically by the selected profile — to change the license, select a different profile. The Role and Apps dropdowns can also be set here.
Licenses: Shows the product licenses assigned to the user (for example, Salesforce Platform).
Permission Set Groups: Shows the permission set groups assigned to the user as removable tags. Use the plus icon to open a searchable list of available groups and assign additional ones. For details on what each default group includes, see Understanding Sentir Permissions.
Features: Shows features directly assigned to the user outside of a permission set group, under a Directly assigned label. Use the plus icon to assign additional features.
Permission Sets: Shows permission sets directly assigned to the user, organized by category (for example, Additional Features, Apps & APIs, Object & System Access). A Via [Group Name] subsection below lists the permission sets the user inherits through their assigned permission set group. Use the plus icon to assign individual permission sets directly.
Divisions: Shows the divisions the user belongs to. The primary division is labeled (Primary). Use the plus icon to assign additional divisions.
Recent Logins: A table showing the user's recent login activity, with columns for Login Time, Source IP Address, Login Type, and Status.

Creating a User

To create one or more new users in Sentir:

Click the plus button in the button bar above the user list. The Create Users window opens.
In the Create Users window, select One to create a single user, or Multiple to create several users at once with shared settings applied to all of them (see Creating Multiple Users below).
Optionally, select a user to clone. The table lists existing users along with their profiles, licenses, permission set groups, features, permission sets, and divisions. Selecting a user here causes the new user to inherit the same access configuration. To start from scratch instead, leave no user selected.
Click Next.
Fill in the Basics section: First Name, Last Name, Email Address, and Profile (all required).
- The Username field auto-populates from the email address, but you can click the pencil icon to edit it.
- When you select the Profile dropdown, it shows how many of each license type you have available. If you select a profile that's associated with an unavailable license type, you'll see a red error message.
- The License field is automatically populated based on the selected profile.
Use the plus icon in each component below Basics to assign the user's Licenses, Permission Set Groups, Features, Permission Sets, and Divisions. If you opted to clone a user, that user's assignments are prepopulated.
In the Notifications section, use the Send welcome email toggle to control whether the user receives a welcome email upon creation. The toggle is on by default.
Click Create to create the user. Alternatively, click Back to return to the previous step, or Cancel to close the window without saving.

Creating Multiple Users

When you select Multiple at the top of the Create Users window and click Next, the following screen is split into two columns:

Shared Settings on the left lets you configure a profile, license, permission set groups, features, permission sets, and divisions that will apply to all users being created. If you opted to clone a user, their settings are prepopulated here.
New Users on the right contains individual user cards, each requiring a first name, last name, email address, and username. Use the plus icon at the top of the New Users column to add more user cards. Click the X icon on a user card to remove it.

Changing a User's License Type

A user's license type is controlled by their profile; changing the profile automatically updates the license. You may need to change a license type when designating a new System Administrator, or when moving a user between standard and platform access.

Please note: Salesforce licenses are limited. If you need to move a Salesforce license from one user to another — for example, to designate a new System Administrator — you must free up the license first by changing the current holder's profile before assigning it to the new user. Communicate with affected users before beginning, as they will temporarily lose access during the transition.

To change a user's license type in Access Management:

In the Users section, select the user whose license you want to change.
If you need to free up a Salesforce license first, click the caret next to Reset Password and select Deactivate. This temporarily removes their access while you complete the transfer.
In the Basics section, click the Profile dropdown and select the profile that corresponds to the target license type. The license field updates automatically.
- To assign a Salesforce license: select the System Administrator profile.
- To assign a Salesforce Platform license: select the Practifi User - Salesforce Platform profile.
A warning message appears. Click OK to confirm you want to change the user's profile.
If you deactivated the user in step 2, select them again, click the caret, and select Reactivate to restore their access.
Re-assign any permission set groups and features that were cleared when the license changed.

The Features Section

The Features section shows you Sentir features such as Briefing, Chat, and Notetaker, along with how many users currently have access to each. Select a feature from the list to open its detail panel.

The detail panel has two components:

Permission Set Groups shows which groups have access to the feature, meaning all users with that permission set group assigned can access it.
Users shows any users who have been assigned the feature directly, outside of a permission set group.

Use the plus icon on either component to add a group or assign a user directly. The Open in Setup button in the header opens the corresponding permission set in Salesforce Setup.

The Permission Set Groups Section

The Permission Set Groups section lists every permission set group in your Sentir organization, such as Administrator, Read Only User, Standard User, and Super User, along with the number of users in each. Select a permission set group from the list to open its detail panel.

The detail panel has three components:

Permission Sets: Shows the permission sets included in the group, organized into categories such as Apps & APIs, Feature Administration, and Object & System Access. Each assigned permission set appears as a pill. Use the plus icon to add permission sets from a searchable, categorized list.
Features: Shows the features included in the group as removable pills. All users assigned to this group can access these features. Use the plus icon to assign additional features to the group.
Users: Shows the users assigned to the permission set group as removable pills. Use the plus icon to add users to the group directly from this panel, or click the X on the user's pill to remove them.

The Open in Setup button in the header opens the permission set group in Salesforce Setup.

For a full list of the permission sets included in each default group, see Understanding Sentir Permissions.

Automatic assignments: Certain permission set groups are assigned automatically based on a user's license and profile:

Users assigned the Salesforce Platform license are automatically assigned the Practifi - Object & System Access - Console permission set.
Users assigned the Practifi User - Salesforce or Practifi User - Salesforce Platform profile are automatically assigned the Standard User permission set group.
Users with the System Administrator profile are automatically added to the Administrator permission set group.