Creating New Users

Please note: This content is intended for Practifi System Administrators and is technical in nature. The steps described in this article cannot be completed without System Administrator permissions.

Overview

When creating users in Practifi, it's important to complete all the necessary steps to ensure users can access the records and features they need. Creating a user involves confirming available licenses, selecting a license type and profile, adding permissions, granting access to Practifi apps, and assigning to a division.

This article shows you how to add one or more new users to your Practifi instance. It also provides information about the default permission set groups in Practifi and how they differ.

• Before You Begin
  • Confirming Available Licenses
  • Understanding User Types
• User Creation Steps
• Assigning Permissions
• Assigning Practifi App Access
• Assigning the Practifi License
• Adding the User to a Division
• Adding the User to a Public Group (Optional)
• Creating Read-Only Users (Optional)
• Comparing Permission Set Groups

Before You Begin

When creating users in Practifi, it’s essential to complete all necessary steps to ensure your team members can access the records and features they need to serve clients effectively. Creating a user involves confirming available licenses, selecting a license type and profile, adding permissions, granting access to Practifi apps, and assigning them to a division.

Confirming Available Licenses

Before creating users, you should first confirm that you have licenses available by checking the Practifi managed package in Salesforce Setup. Expand the steps below if you need guidance on confirming that your organization has available licenses.

Confirming Available Licenses Steps

1. Navigate to Salesforce Setup by clicking the gear icon in the upper right-hand corner of the screen and selecting Setup.
   
   
    
2. Use the Quick Find search to search for and select Installed Packages.
   
   
    
3. Click the Manage Licenses link for the Practifi package on the Installed Packages page.
   
   
4. If the number in the Allowed Licenses column is greater than the number in the Used Licenses column, a license is available. If the numbers are the same, then no licenses are currently available.
   
   
    

If you've reached the maximum number of allotted licenses for your organization, you can do one of the following:

• Contact your CSM to order a new license. Once your firm has signed for it, it should be available within 24-48 hours.
• Remove a license from another user for reassignment to the new user. This is typically done when the new user replaces an inactive user within your firm. Please consult our Deactivating Users article for more information about making a license available from an inactive user.

Understanding User Types

In Practifi, permission set and permission set group assignments control which features and functionality users can access. Three pre-built permission set groups in Practifi are intended for different user types: Standard User, Super User and System Administrator.

Please note: This is a high-level overview of permission set groups in Practifi. For a detailed breakdown, please see Comparing Permission Set Groups.

Certain permission sets and permission set groups are assigned automatically based on a user’s license and/or profile. The assignment logic works as follows:

• If a user is assigned the Salesforce Platform license type, they are automatically assigned the Practifi - Console User permission set.
• If a user is assigned the Practifi User - Salesforce or Practifi User - Salesforce Platform profile, they are automatically assigned the Practifi - Standard User permission set group.
• If a user is assigned the System Administrator profile, they are automatically assigned the Practifi - Administrator permission set group.

The above logic applies to Practifi organizations that were created after the Pinot Meunier upgrade. 

Read-Only User

Read-Only Users are used when users need visibility into system data without the ability to make changes, such as during external audits or when providing temporary access to stakeholders. The user can view all necessary records without compromising data integrity. Steps for creating a read-only user are available in the Creating Read-Only Users (Optional) section below.

Standard User

Standard Users can view and modify standard and custom objects. They can also create and modify reports and dashboards. They cannot delete objects or Deep Delete records.

Super User

In addition to everything Standard Users can do, Super Users can do the following:

• Manage Feed groups and posts
• Manage Topics
• Reassign records
• Manage report and dashboard folders and other users' subscriptions
• View, modify and delete standard and custom objects

While Super Users can delete objects, they cannot use Deep Delete.

Please note: Super Users are subject to sharing rules. This means that, although they have permission sets allowing them to modify standard and custom objects, they will not be able to access objects that are otherwise restricted by sharing rules.

System Administrator

System Administrators have full access to Practifi features and settings. In addition to everything Super Users can do, admins can do the following:

• Access all apps
• Deep Delete records
• Unlock users
• Reset user passwords
• Manage Rules
• Modify due dates for Tasks
• Reassign Tasks
• Cancel Processes

User Creation Steps

When adding users in Practifi, the steps to follow differ depending on whether you're adding multiple users or a single user. Click your desired option below to view the relevant instructions.

Create Multiple Users

Rather than going through the steps of creating a single user multiple times, you can use a streamlined workflow to enter information for up to 10 users on a single screen.

Please note: You can select only one license type at a time when adding multiple users. Users with different license types must be created separately.

To create multiple users, do the following:

1. In Salesforce Setup, use the Quick Find search to search for and select Users.
   
   
    
2. At the top of the Users page, click Add Multiple Users.
   
   
    
3. On the Add Multiple Users page, click the User License picklist and select Salesforce Platform or Salesforce.
   • Please note: The license you select determines which profiles will be available from the Profile picklist in the next step. To create System Administrator users within your organization, you must select a Salesforce license, not a Salesforce Platform license.
     
     
     
      
4. In the New Users section, Specify the following information for each user:
   • First Name
   • Last Name
   • Email (User Name)
   • Profile - Your selection here depends on which license type you selected in the previous step.
     • If you selected the Salesforce Platform license type, select Practifi User - Salesforce Platform.
     • If you selected the Salesforce license type, select Practifi User - Salesforce for non-admin users or System Administrator for admin users.
     • Please note: Legacy profile options appear in this picklist if your Practifi organization went live before the Trebbanio release. These options can continue to be used and set the primary Practifi app your team member will receive upon entry into Practifi. To add additional app access, please follow the instructions in the Assigning Practifi App access section. The legacy profile options are as follows:
       1. Practifi – Advisor
       2. Practifi – Client Service
       3. Practifi – Compliance
       4. Practifi – Management
       5. Practifi – Marketing
       6. Practifi – System
       7. Practifi – Team Member
   • Role - You can leave this field set to <None Specified>. This field should be used only when sharing settings are in place within your Practifi instance. If role-based sharing has been set up, the Professional Services team will inform you of the value to select for this field.
     
     
      
5. To email a login name and temporary password to each new user, check the Generate passwords and notify user via email box.
   • Please note: The link in the credentials email the user receives will only be active for 24 hours. If the new user is starting at your firm later, they must have their password reset. For more information on performing this reset, please consult our article about resetting a user’s password.
     
     
      
6. If you need to add more than 10 users, click Add More Users. Your previous entries will be saved.
7. To finish, click Save.

Please note: When you create multiple users, the following fields on their user profiles are filled in automatically:

• The Alias field is populated with the first character in the First Name field and the first four characters in the Last Name field.
• The Username field is populated with the value entered in the Email field.
• The Nickname field is populated with "User" followed by a string of numbers.

We recommend editing the Alias and Nickname fields on the newly-created users' profiles to make them more easily identifiable.

Create a Single User

To add one user to your Practifi instance, do the following:

1. In Salesforce Setup, use the Quick Find search to search for and select Users.
   
   
    
2. On the Users page, click New User.
   
3. 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 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 Alias field.
     
4. You can leave the Role field set to <None Specified>. This field should be used only when sharing settings are in place within your Practifi instance. If role-based sharing has been set up, the Professional Services team will inform you of the value to select for this field.
   
   
    
5. Click the User License picklist and select Salesforce or Salesforce Platform.
   • Please note: To create a System Administrator user within your organization, you must select a Salesforce license, not a Salesforce Platform license.
     
     
     
      
6. The selections from the Profile picklist depend on which license type you selected in the previous step.
   • If you selected the Salesforce Platform license type, select Practifi User - Salesforce Platform.
   • If you selected the Salesforce license type, select Practifi User - Salesforce for non-admin users or System Administrator for admin users.
   • Please note: Legacy profile options appear in this picklist if your Practifi organization went live before the Trebbanio release. These options can continue to be used and set the primary App 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
        
        
        
         
7. The Locale Settings section sets the Time Zone option to the user's current time zone. This field will default to the Organization’s default time zone.
   
   
    
8. Leave the Generate new password and notify user immediately box checked if you want the user to receive a credentials email immediately.
   • Please note: The link in the credentials email the user receives will only be active for 24 hours. If the new user is starting at your firm later, they must have their password reset. For more information on performing this reset, please consult our article about resetting a user’s password.
     
     
      
9. Select Save to finalize the creation of the user profile.
   
   

Assigning Permissions

The following steps show you how to add a permission set group to one or more users. It is assumed you've already decided if the user(s) should be assigned Standard User, Super User or System Administrator permissions. For a high-level overview of these different levels, see Understanding User Types. For a detailed breakdown of the permission sets in each group, see Comparing Permission Set Groups.

Assigning Permissions Steps

To assign a permission set group:

1. In Salesforce Setup, use the Quick Find search to search for and select Permission Set Groups.
   
   
    
2. Click the hyperlinked API Name of the permission set group you want to assign.
   • Please note: You might need to change the view to All Permission Set Groups.
     
     
      
3. At the top of the Permission Set Group page, click Manage Assignments.
   
   
    
4. On the Current Assignments page, click Add Assignment.
   
   
    
5. On the Select Users to Assign page, check the box(es) next to the user(s) you want to assign the permission set group, then click Next.
   
   
    
6. Optionally, you can select an expiration date for the permission set group. The default selection is no expiration date.
7. Click Assign. The permission set group status changes to Updated when the update is complete.
   
   
    

Assigning Practifi App Access

Users assigned the Practifi - Administrator permission set group have access to all apps by default. All other Practifi users need app permissions assigned to them in addition to their permission set group. App permissions determine the apps that users have access to within your organization. We recommend giving users access to the apps that make the most sense for their role within your firm.

Please note: If your Practifi organization went live before the Trebbanio release, legacy profile options appear in the Profile picklist for users. These older profile options can be used to set the user's primary app within Practifi. Follow these steps to add additional app access if necessary. 

Assigning App Access Steps

To assign Practifi app access:

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, click Edit Assignments.
   
   
    
4. Select the name of the applicable app permission set from the Available Permission Sets list. The name will be highlighted in blue when selected. 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. Click the Add arrow to move the selected permission set group to the Enabled Permission Sets list.
   
   
    
6. Repeat steps 4-5 to add all the apps you want to grant access to. Set the user’s app access to the options that make the most sense for their role within your firm.
7. Click Save to finalize adding the app permission set(s).
   
   
   
    

Assigning the Practifi License

After you've added the permission set group and app access, users will need a Practifi license applied to their profile. Without a license, they will be unable to access your Practifi organization.

Assigning the Practifi License Steps

To assign a Practifi license to a user:

1. On the user profile, scroll down to the Managed Packages section near the screen's bottom.
   
   
    
2. Click Assign Licenses.
   
   
    
3. On the Assign Licenses page, check the Action box next to the Practifi package in the Unassigned Packages section.
   • Please note: If a checkbox does not appear in the Action column, your organization does not have sufficient licenses available.
     
     
      
4. Click Add to apply the license to the user.
   
   

Adding the User to a Division

Divisions are used to group users in your organization. Being part of a division gives users access to list views showing Key Entity and Client records owned by other division members. If your Practifi organization has a division-based sharing setup, users must be a part of a division to access records owned by other division members.

Adding to a Division Steps

To add a user to a division:

1. Use the App Launcher in the upper left-hand corner to search for and select Divisions.
   
   
    
2. On the Divisions page, click the hyperlinked name of the division you want to add the user(s) to.
   
   
    
3. On the side panel, click the Team Members navigation icon. The page will navigate to a list of team members currently in the division.
   
   
    
4. Click the New Division Member button in the upper right-hand corner of the screen.
   
   
    
5. Within the Team Member field, search for and select the new user's name.
   
   
    
6. Check the Primary box to designate this division as the user’s primary division. A user may be included in multiple divisions but should have only one primary division assigned.
   
   
    
7. Click Save to add the user to the division.
   
   
    
8. If you are adding multiple users, repeat Steps 4-7 for each user.

Adding the User to a Public Group (Optional)

If your organization uses division-based sharing, you must also set up a Public Group for each Division. The members of the Public Group should match the members of the corresponding Division. The sharing rules will share Entity records within the Division with the Public Group members. To learn more about sharing options for your organization, please see our Understanding Sharing in Practifi article.

After adding a new user to a Division in your organization, you must also add them to a Public Group so they can access the same records as other members of their Division. 

Add to a Public Group Steps

To add a user to a Public Group:

1. In Salesforce Setup, use the Quick Find search to search for and select Public Groups.
   
   
    
2. On the Public Groups page, click the Edit link for the Public Group that corresponds to the user’s Division.
   
   
    
3. On the Edit Public Group screen, click the Search picklist and select Users.
   
   
    
4. In the Available Members area, click the name(s) of the user(s) you want to add, then click the Add arrow. They are moved to the Selected Members area.
   
   
    
5. Click Save to save your changes.

Creating Read-Only Users (Optional)

The Practifi - Read Only User permission set group is used to support scenarios where users need visibility into system data without the ability to make changes, such as during external audits or when providing temporary access to stakeholders. When assigned this permission set group, the user can view all necessary records without compromising data integrity. 

The permission set group includes custom object access via the practifi_Custom_objects_fields_system_View permission for read-only access to custom Practifi objects and fields. The Salesforce_object_standard_view permission grants view access to key Salesforce standard objects. These updates help ensure uniform read-only access across both standard and custom records in all environments. While read-only users cannot edit or create records, some action buttons may still appear in the interface. These buttons are non-functional for read-only users, and all access restrictions remain fully enforced. 

To create a read-only user in your Practifi organization:

1. Follow the steps above for the Before You Begin and the User Creation sections. Selecting the hyperlinks for these sections will open a new tab in your browser. 
2. Once a user profile is created, use the Quick Find search to search for and select Permission Set Groups. 
   
    
3. Click the hyplinked API Name for the Practifi - Read Only User permission set group. 
   • Please note: You might need to change the view to All Permission Set Groups.
     
     
4. At the top of the Practifi - Read Only User Permission Set Group page, select Manage Assignments. 
   
   
    
5. On the Current Assignments page, click Add Assignment. 
   
   
    
6. On the Select Users to Assign page, check the box(es) next to the user(s) you want to assign the permission set group, then click Next. 
   
   
7. Optionally, you can select an expiration date for the permission set group. The default selection is no expiration date. 
8. Click Assign. The permission set group status changes to Updated when the update is complete. 
   
   
    

9. Proceed through this article's sections to complete the user creation, as these steps remain the same for the read-only user:

   • Assigning Practifi App Access
   • Assigning the Practifi License 
   • Adding the User to a Division
   • Adding the User to a Public Group (Optional)

Comparing Permission Set Groups

While there is some overlap between the default permission set groups in Practifi, each one grants increasing levels of access. The table below illustrates which specific permission sets are included in each permission set group:

Permission Set Groups Table

Permission Set	Standard User	Super User	System  Administrator	Read Only User
Practifi - Assigned Apps - All	❌	❌	✅	❌
Practifi - Assigned Apps - Welcome App	✅	✅	✅	❌
Practifi - Console User	❌	❌	❌	❌
Practifi- Custom Objects, Fields & System - Administrator	❌	❌	✅	❌
Practifi - Custom Objects, Fields & System - Read	✅	✅	✅	✅
Practifi - Custom Objects, Fields & System - Read & Edit	✅	❌	❌	❌
Practifi - Custom Objects, Fields & System - Read, Edit & Delete	❌	✅	❌	❌
Practifi - Deep Delete Records	❌	❌	✅	❌
Practifi - Feed - Manage groups	❌	✅	✅	❌
Practifi - Feed - Manage posts	❌	✅	✅	❌
Practifi - Login - Reset passwords & unlock users	❌	❌	✅	❌
Practifi - Manage Rules	❌	❌	✅	❌
Practifi - Manage Topics	✅	✅	✅	❌
Practifi - Mass Edit Records	❌	✅	✅	❌
Practifi - Processes & Tasks - Cancel Process	❌	❌	✅	❌
Practifi - Processes & Tasks - Modify due dates for workflow tasks	❌	❌	✅	❌
Practifi - Processes & Tasks - Reopen completed workflow tasks	❌	❌	✅	❌
Practifi - Records - Reassign records	✅	✅	✅	❌
Practifi - Reports & Dashboards - Administrator	❌	❌	✅	❌
Practifi - Reports & Dashboards - Create & modify	✅	✅	✅	❌
Practifi - Reports & Dashboards - Manage folders	❌	✅	✅	❌
Practifi - Reports & Dashboards - Manage subscriptions	❌	✅	✅	❌
Practifi - Rollups - Run & modify	✅	✅	✅	❌
Practifi - Salesforce objects & system - Administrator	❌	❌	✅	❌
Practifi - Salesforce objects & system - View	❌	❌	❌	✅
Practifi - Salesforce objects & system - View & modify	✅	❌	❌	❌
Practifi - Salesforce objects & system - View, modify & delete	❌	✅	❌	❌
Practifi - Sharing - Export reports & record tables	✅	✅	✅	❌
Practifi - Tab Visibility - Custom	✅	✅	✅	❌
Practifi - Tab Visibility - Standard	✅	✅	✅	❌