Overview
Users can be enabled in the LinkSquares Finalize integration in Salesforce directly from Salesforce. To complete these steps, you must be both a Salesforce and Finalize Administrator.
Note:
- This process assumes the user being added to Salesforce Finalize is already a user within Salesforce. If the user is not already added to Salesforce, reference the Adding Users in Salesforce section of this article.
- There are two permission sets available within Salesforce Finalize:
- The Finalize permission sets grants users access to drafting capabilities within the integration.
- The Finalize Admin permission sets grants users access to the settings for the integration and the Template Configuration tab.
Process
To enable a user within Salesforce Finalize:
1. Navigate to the Setup gear icon in the upper right-hand corner of Salesforce. Click Setup.
2. Go to Users > Permission Sets > Finalize.
3. Click Manage Assignments.
4. Click Add Assignments.
5. Mark the checkbox for the users the permission set should be assigned.
6. Click Next.
Note:
If you would like to grant the user access to the Finalize Admin permission set, repeat steps two through six and select the Finalize Admin permission set in step two.
6. Search for the LinkSquares Finalize app using the app launcher.
7. Go to the Settings tab and click Enable Drafters.
The user who enabled the Drafters will receive a confirmation email.
NOTE:
When enabling drafters from the settings page, and the results are disabled users being re-enabled, remove the disabled user from the Finalize User Permission Set.
Enable Drafters looks at the user assigned in this permission set, and that is why they are being re-enabled.
Verifying Users in Salesforce Finalize
After users have been enabled within Salesforce, Administrators can verify their status within the LinkSquares web app.
Go to Settings from the app selector.
Select Manage Users.
The users added as Drafters in Salesforce should be listed here.
Adding SFDC User IDs for Existing LinkSquares Users
If users already exist within LinkSquares settings or if the user is an Admin, the Salesforce user ID will not auto-provision.
Click the ellipsis icon next to the desired user in LinkSquares settings and select Edit.
Ensure that the user's 18-digit Salesforce ID has been input in the Finalize SFDC User field. The 18-digit Salesforce user ID can be found in the confirmation email that is sent when Drafters are enabled from Salesforce.
If you need to retrieve the 18-digit Salesforce User IDs for many users within your Salesforce instance, run a Users report within Salesforce. To learn more about running a Users report, reference: Running a Salesforce Users Report section of this article.
Click UPDATE USER when finished.
Running a Salesforce Users Report
Run a Salesforce report to retrieve the 18-digit Salesforce ID for all users within a given Salesforce instance.
Creating a Salesforce Custom Formula Field
Before running the report, users must first create a Salesforce custom formula field to capture the 18-digit Salesforce ID on the report.
1. Navigate to the Setup gear icon in the upper right-hand corner of Salesforce. Click Setup.
2. Navigate to the Object Manager tab.
3. Select the User object.
4. Select the Fields and Relationships tab from the left-hand side panel.
5. Click New.
6. Select Formula as the Data Type.
7. Click Next.
8. Give the custom formula field a name in the Field Label field.
9. Select Text as the Formula Return Type.
10. Click Next.
11. Enter CASESAFEID(Id) into the text box.
12. Click Next.
13. Mark the checkbox(es) in the Visible column for the user type(s) to which this field should be visible.
14. Click Next.
15. Mark the checkbox(es) in the Add Field column to select the page layout(s) on which this field should be available.
16. Click Save.
Configuring the Salesforce Users Report
1. Navigate to the Reports Salesforce object.
2. Click New Report.
3. Select Users as the Report Type.
4. Click Start Report.
5. Within the Columns section on the left-hand side panel, search for and select the custom formula field created in the process above.
The field will be added as a column within the report.
6. Click Save and Run in the upper right-hand corner.
7. Name the report.
8. Click Save. The page will refresh and run the report. The 18-digit Salesforce user ID will be available as a column.
Exporting the Salesforce Users Report
To download the report as an Excel file, click Export from the drop-down.
Select an option from the Export View section.
- Select Formatted Report to include headers, groupings, and filters.
- Select Details Only to export only the detail rows.
Select a file type from the Format drop-down, if needed.
Click Export. The file will download to your local computer.