Adding and Removing User Permissions

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

Overview

Proper permission management is fundamental to maintaining security, protecting sensitive client data, and ensuring your team has the right level of access to serve clients effectively. In Practifi, user permissions control which features, data, and functionality each user can access within your organization.

Permissions are assigned through two primary mechanisms:

• Permission Sets: Individual collections of permissions that grant access to specific tools, features, or data
• Permission Set Groups: Pre-configured bundles of multiple permission sets designed for common user roles (Standard User, Super User, and System Administrator)

This article outlines how to add and remove user permissions from user profiles within your organization. By strategically managing permissions, you can ensure that advisors, operations staff, and administrators have exactly the access they need while maintaining compliance with data security requirements.

For additional information about which permission sets are recommended for each user role and how permission sets are used within Practifi, please consult our Creating New Users article.

• Adding Permission Sets
• Adding Permission Set Groups
• Removing Permission Sets

Adding Permission Sets

Individual permission sets extend users’ access to various tools and functionality within Practifi. You might add individual permission sets when you need to grant a user access to a specific feature beyond what their permission set group provides, such as enabling access to Smart Process Builder or Deliverables.

To add individual permission sets to a user profile:

1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page and select Setup.

2. Use the Quick Find on the left-hand side to search "Permission Sets" and select the Permission Sets option within the Users menu.

   

3. Choose the Permission Set you want to add to the user, then click the Permission Set Label hyperlink for that permission set.

4. Select the Manage Assignments button.

   

5. Click the Add Assignments button.

6. Check the box for the user to whom you want to add the permission set, then click the Next button.

   

7.  On the following screen, follow the prompts to assign an expiration date (optional) and designate the user’s time zone. Click Assign.

   

8. Finally, select the Done button.

The user now has access to the functionality provided by this permission set. Changes take effect immediately, and the user may need to refresh their browser to see new features or access.

Adding Permission Set Groups

A permission set group is a collection of permission sets that give users access to various tools and functions. Permission set groups simplify administration by bundling the permissions most users in a particular role need. For example, the Standard User permission set group includes all the permissions typically needed by advisors and support staff who work with client records daily.

To add a permission set group to a user profile:

1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page and select Setup.

2. Use the Quick Find on the left-hand side to search for and select the Permission Set Groups option within the Users menu.

   

3. Choose the Permission Set Group you would like to assign to the user, then click the Permission Set Group API Name hyperlink for that permission set group.

4. Select the Manage Assignments button.

   

5. Click the Add Assignments button.
6. Check the box for the user to whom you want to add the permission set, then click the Next button.
7. On the following screen, follow the prompts to assign an expiration date (optional) and designate the user’s time zone. Click Assign.
8. Finally, select the Done button.

The user now has access to all functionality included in the permission set group. This ensures they have the comprehensive access needed to perform their role effectively while maintaining appropriate data security boundaries.

Removing Permission Sets

System Administrators can remove permission sets from user profiles to revoke access to certain functionality within Practifi. This may be necessary when a user changes roles, when access needs to be temporarily restricted, or as part of offboarding procedures.

Please note: If a recommended permission set is removed from a user profile, it can create errors when accessing functionality within the system. Removing core permissions may prevent users from completing essential tasks or viewing necessary data. Before removing a permission set recommended in our Creating New Users article, we recommend contacting your CSM or our Practifi Support team to discuss your desired functionality and ensure there are no unintended consequences.

To remove a permission set from a user profile:

1. Navigate to the Salesforce Setup page by clicking the gear icon in the upper right-hand corner of the page and select Setup.
2. Use the Quick Find on the left-hand side to search "Permission Sets" and select the Permission Sets option within the Users menu.
3. Choose the Permission Set you want to remove from the user, then click the Permission Set Label hyperlink for that permission set.
4. Select the Manage Assignments button.

5. Check the box for the user for whom you want to remove the permission set, then click the trash can icon.

   

6. On the pop-up window, confirm your selection by clicking Remove.

The permission set is now removed from the user's profile. Changes take effect immediately, and the user will no longer have access to the features or data controlled by that permission set.