Creating New Users

**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 required licenses and permissions to view your Practifi instance.

• Confirming available licenses
• Creating the user profile
• Assigning licenses
• Assigning permission sets
• Adding the user to a division/practice
• User log-in

Confirming available licenses

1. Within Practifi, select your user icon in the upper right-hand corner. From the drop-down menu, choose Salesforce Setup. 
2. Use the Quick Find search bar located on the left-hand side to search for “Installed Packages.”
3. Select the Installed Packages under Build in the search results. 
   
4. Select Manage Licenses located to the left of the Practifi package.
   
5. In the Installed Package Detail, the Allowed Licenses and Used Licenses are displayed. 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. If you do not have a designated CSM, please email [e-mail] including information of how many licenses you will need and if any of these licenses are for System Administrator users. 
   • 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.

Creating the user profile

1. If you have a spare Practifi license to allocate to your new user, use the Quick Find search bar on the left-hand side of Salesforce Setup to search for “Users.”
2. Select Users under the Users section in the search results.
   
3. Select the New User button located at the top of the Users list.
   
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 organization, 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 to match the user’s access level, either Standard, Super or System Administrator. 
8. The Locale Settings section sets the Time Zone option to the time zone where the user is currently located. 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.
10. Select Save to finalize the creation of the user profile.

Assigning licenses

Once the user profile is created, you will need to assign both a Practifi and Skuid license to the user profile for the user to access the Practifi organization correctly. 

1. If not already on the user list, use the Quick Find search bar within Salesforce Setup to search for and select “Users.” 
2. On the list of users, select the new user by clicking on their name. Do not select Edit beside their name.
   
3. On the user’s profile page, scroll down until you find the Managed Packages section.
4. Select the Assign Licenses button in the Managed Packages section.
5. Check the boxes beside Practifi and Skuid.
   
6. Select Add to finalize the addition of these licenses.

Assigning permission sets

Once the licenses are assigned to the user profile, you will need to assign permission sets to ensure the new user has access to functionality within your Practifi instance. Permission sets are assigned within Salesforce Setup.

1. If not already on the user list, use the Quick Find search bar within Salesforce Setup to search for and select “Users.” 
2. On the list of users, select the new user by clicking on their name. Do not select Edit beside their name.
   
3. On the user’s profile page, scroll down until you find the Permission Set Assignments section.
4. Select the Edit Assignments button in the Permission Set Assignments section.
5. Select the assignments you wish to add for the user from the Available Permissions list. When selected, the permission set will highlight blue.
6. Once selected, click the Add caret button to move the permission from the Available Permissions to the Assigned Permissions list.
7. The standard permission sets for each user are as follows:
   • Configure Rollups
   • Process Rollups
   • Skuid Page Viewer
   • Practifi - Admin - SF Object Permissions / Practifi - Super - SF Object Permissions / Practifi - Standard - SF Object Permissions
     • Select the option that matches the user profile.
   • Practifi Admin User / Practifi Super User / Practifi Standard User
     • Select the option that matches the user profile.
   • SF Object Permissions
8. Once the permissions are added to the Assigned Permissions list, select Save to finalize the permission addition.

Adding the user to a division/practice

After you’ve created the user, you’ll need to add the new team member to a division. This addition is performed within Practifi. Please note: Depending upon choices made by your team, this section may be called a Division, Firm, Office or Practice. 

1. Navigate to the new user’s Team Member page in Practifi by searching for their name within the Global Search bar in the upper right-hand corner of your Practifi instance and selecting their name from the results. This will open their Team Member At a Glance page.
   
2. Select the Basics tab from the left-hand side to navigate to their Team Member Basics page. 
   
3. On the right-hand side of their Team Member Basics page, select Add under the Divisions/Practices section.
   • Please note: Depending upon choices made by your firm this may also be referred to as Offices or Firms. The button will perform the same functionality regardless of the naming chosen. 
4. The Team Member field will auto-generate the new user’s name. Within the Divisions/Practices field begin typing the name of the Division/Practice that you would like this user to be nested beneath and select the name from the drop-down menu’s results.
5. If this Division/Practice should be the user’s primary, select the Primary Division/Primary Practice checkbox. 
6. Press Save to finalize the user’s addition to the Division/Practice. 
7. Repeat as necessary to add the user to multiple Divisions/Practices. 
   • Please note: Each user should have a primary Division/Practice assigned to their user profile. If adding the user to multiple divisions the Primary Division/Primary Practice checkbox will result in an error if selected for more than one division. To change a user’s Primary Divison/Primary Practice this checkbox will first need to be deselected on the already established primary relationship before being selected on another Division/Practice.

User log-in

Upon user creation, your new team member will receive a welcome email from Practifi containing a log-in link. They will be asked to set their password on their first log-in. To access Practifi upon their first log-in, they may need to select Practifi from the Salesforce app menu in the top right.

If necessary, their password can be reset by selecting the Reset Password button on their user profile. Resetting passwords will require a System Administrator access level to perform.