Scenarios are free-form exercises that are designed to be practiced as if you were the system administrator responsible for an implementation. Try to solve the scenario in your practice org (see Getting Started – Free if you do not have a practice org). Once solved, or if you need help, turn the page for the solution.
The VP of sales previously requested that the inside sales team cannot export reports.
However, one user, James Smith, will need the capability.
James will need to combine weekly sales data from an external system with the data in Salesforce using Excel, which will require exporting the data from Salesforce. This manual process will eventually be replaced in the next phase of the Salesforce implementation, but will be needed for the next 6-8 weeks. During this period, only James Smith will perform this operation.
50 other users currently share the same profile as James (this will not be reflected in your org).
- Login as James Smith. Run any report. The Export Details button is present.
- The profile that James Smith was assigned at the start of the exercise does not have the export reports privilege.
I’m a bit confused as to how the “Session Activation Required” field is controlling the export button for the inside sales rep. When i uncheck it i see export button but not otherwise which i understand is the expected result but i wanted to understand this concept a bit better…
Session activation is an added security layer – if you have this checked then an added layer of security is required in order to perform the actions within the permission set (https://help.salesforce.com/articleView?id=perm_sets_session_use.htm&type=5). This is typically only enabled in high-security environments (e.g. viewing social security numbers)
For Scenario 2, the following are the steps that I took
1. Administration > Manage User > User > Permission Set
> Select “New”
> Label ” Export Reports”
2. I am not able to enable “Export Report” option since I am not able to see the permission set detail page instead I see “Permission set Overview” page.
Should I enable an option in the “user Interface” section in order to see the “permission set detail” page. If yes, which option should I enable.
You need to search for the permission when you create the permission set
Ignore this question. I got the answer.
Need to select “System Permission”. All the way at the bottom of the permission set page.
Yes, knowing where to find the Export Reports capability was tripping me up too. I had to go through App Permissions and other Permission types. But then it occurred to me that reports are something that comes from the System, so I found the Export Reports checkbox under System Permissions.
I used permission set. This enabled James Smith to Export Reports but did not allow anyone else, with the Inside Sales Profile, to Export Report.
The Permission Set -> System Permissions -> Export Report [checked]. Then I assigned the permission set to James Smith.
So, now, when I log in as James Smith and Run report, I see Export Button. But, when I log in as a person with Inside Sales Rep Profile (no permission set) then I do not see Export Button.
Thanks for such exercises. Some of them are nerve wrecking but a great learning tool!
Great! A permission set could work in this scenario as well!
Did you replace the original profile for user with cloned one or just cloned and modify?
That’s a good suggest as well, thanks Luis
I am not sure why but even after I unchecked the export reports check box on the cloned profile; James still is able to export reports. The button is still there.
I would check the user for permission sets – that could grant the permission as well.
I know there’s a box within the profile has a lot of options for reports under permissions. I myself have to go through them all and learn what they do. Hope you have a bettter method to learn all the options:) Good luck
Luckily most of them are self explanatory 🙂 But yes you should spend some time getting familiar with these. I don’t know of any easy way to learn these nuances other than experience and repetition.
minor typo on “This manual process will eventually replaced (…)”
[ This manual process will eventually ‘BE’ replaced (…) ]