Required Permissions

As with most everything in Salesforce, in order to be able to use Youreka we require users to be granted certain permissions to objects, fields, apex classes, visualforce pages, and other Salesforce functions. We try to simplify this by providing packaged Permission Sets that you can assign to your users. It's equally important to review and assign other Required Permissions, depending on usertype and function.

Permission Sets

Youreka's Permission Sets can be used to give users access to Youreka in Salesforce. Without these permissions, users will not be able to use the application. It's necessary to grant permissions to your users if you chose to install Youreka For Admins Only during the install process. 

There are four permission sets that come with the Youreka Managed Package:

Youreka Admin Permission Set: The Youreka Admin permission set is to be assigned to anyone who needs to create and manage Forms and Form Templates, adjust settings, and require access and control over field links to all Standard and non-Standard Objects or Linked Sections. This permission set grants Modify All on Youreka Objects and Edit on all fields included in Youreka’s managed package.

Youreka Complete Forms Permission Set: This permission set is more restrictive and limits the user to simply completing forms and other basic tasks. Users are granted Read access to Form Templates and Edit access to Forms. So, the user will have the ability to complete and lock a Form but they will not be able to edit the Form Template without further permissions.

Keep in mind, all rights in the Youreka Complete Forms permission set are also contained in the Youreka Admin permission set, so you do not need to assign Complete Forms to a user that already has the Admin permission set assigned.

Youreka Community Permission Set(Deprecated): Due to updates in Salesforce Community User limitations, this permission set has been deprecated. 

Youreka Community User Permission Set: This permission set provides a customer community user with the ability to create and edit forms. Users are granted Read access to Form Templates, and Edit access to Forms. So, the community user will have the ability to complete and lock a Form, but will not have the ability to edit a Form Template. In order to complete forms, you need to ensure that these users still have view access to all Questions, Sections, Answers, and at least some templates. This can be done with sharing rules.  Also, if you require your community users to be able to upload files or photos on their forms, be sure to also give them API access.

How do I decide which Permission Set a User Needs?

First, understand how the user will need to interact with Youreka. What is the maximum level of permissions they will need to access?

• If a user needs to build or edit form templates, then they need to be assigned the Youreka Admin permission set.
• If a user just needs to complete and lock forms (fill out forms), then they should be assigned the Complete Forms permission set.

How do I assign the proper Permission Set to my Users?

Permission set assignments are managed in the Salesforce Setup menu. Visit Setup->Permission Sets->Youreka Complete Forms/Youreka Admin->Manage Assignments. Select each user that will require access.

Additional Required Permissions

There are a number of permissions that must be granted in addition to those in the Youreka Permission Sets. These could be due to limitations in permissions that can be included in Salesforce managed packages, or due to customizations in your own org. Some may be included with standard Salesforce Profiles, but it's important to know they're required.

Different types of users may need different additional permissions

• Community users: Because community users cannot be granted View All permissions on any objects by profile or permission set, these users also must be given view access to all Questions, Sections, Answers, and at least some templates. This can be done with sharing rules. 

Additionally, different tasks may also require additional permissions which may be granted via permission set or profile:

• Completing forms in Youreka Mobile app: In order to complete forms and sync in the mobile app, all mobile users must be granted the API Enabled permission
• Editing Mobile Admin settings: In order to update the Mobile Admin settings, a user must be granted the API Enabled permission.
• Updating Form Templates:
  • In order to update Field Link questions in Form Template Builder, a user must have at least view access to
    • the lookup field on the form object that links to the field linked object
    • the object they're linking to
    • any specific field that are linked
  • In order to publish a template that has field links to an object that has never had any other published templates, a user must have the Author Apex permission.

Frequently Asked Questions about Permissions Needed for Youreka

1. What happens if I don’t have the right permission set assigned? As a user, you will get an insufficient privileges error warning that you don’t have the proper permissions.
2. Is there a limit on permission sets?  No, you can assign permission sets to as many users as you want to.
3. Can permission sets be reassigned? Yes, you can assign, un-assign, and reassign a permission set as often as you need to.
4. What if these permission sets are not sufficient? This is possible; in fact, we have customers that have created additional permission sets to support their security needs. If your form templates access custom objects or fields(via field links or linked sections), all users who complete those forms need access to those custom objects and fields. If this is the case for you, reach out to Youreka support for assistance. Additionally, some clients simply add the permissions directly to certain profiles, as opposed to using new permission sets.
5. What if I can’t assign these permission sets to a user? This can happen if you want to limit a user’s Youreka permissions more than the standard permission sets allow,  or when you attempt to assign a permission set to a user who cannot be given specific permissions that the permission set grants, like trying to assign a partner community user view all permissions on an object. To grant the appropriate permissions, you will need to clone the permission set and remove the problematic permission. NOTE: using cloned permission sets rather than the standard Youreka permission sets require additional maintenance when upgrading Youreka. New permissions added to the standard permission sets will not automatically be brought over into the cloned permission set.