Permission Set Groups

Permissions are necessary to grant users access to TaskRay functionality. Out of the box, TaskRay comes with pre-made permission sets to open up access to the app, which you can read about in this article: Post Installation: Assign Permission Sets and Licenses.

Our Standard Access permission set opens up full access to all TaskRay objects and functionality and allows users to read, create, edit, and delete TaskRay records (e.g. TaskRay Project, TaskRay Task, TaskRay Checklist Items). However, we understand that not every user requires that level of access, and Permission Set Groups are a great way to tailor user access to TaskRay in a way that is more scalable for admins. 

What Are Permission Set Groups?

Permission Sets Groups are a collection of individual permission sets contained in one bundle that allow admins to streamline access to functionality without changing their users’ profiles. For additional information, please refer to this Salesforce Help article: Permission Set Groups.

For TaskRay, it is possible to configure a permission set group using our Standard Access permission set as a base permission. Then, it can be paired with a custom Muting permission set, in which you can turn off or restrict create, read, edit, and delete access to specific objects and fields. 

What Are the Benefits of Permission Set Groups?

Custom permission sets require maintenance with each new release of features. By using Permission Set Groups, you can eliminate the tedious process of auditing and updating custom permissions. Because our packaged permission set is managed within TaskRay, it is updated at each major release to include access to new features, bug fixes, and any additional updates to the app. 

If you would like to read more about on this feature, Salesforce offers more detailed information in the links below:

• Permission Set Groups
• Muting Permission Sets

In the guidance below, we will walk through how to set up a permission set group for an analyst user. For this use case, this user should not be able to create or delete projects, delete tasks, or edit the estimated time field on tasks. However, you can customize access for all different positions in your organization. 

Here are some additional examples of possible scenarios for permission set groups:

• Coordinator - needs full access except has read-only access on a custom notes fields. 
• Associate - should only be able to complete tasks, update a custom notes field, and add time entries. All other access should be Read-Only.
• Manager - needs full access but should not be able to able to edit any baseline information. 

Create Permission Set Group

First, you will need to create a Permission Set Group for TaskRay. This Permission Set Group will then contain a base permission set, as well as muting permissions if needed.

1. From Setup, navigate to: Administration | Users | Permission Set groups.
2. Click on New Permission Set Group button.
3. Enter Label (e.g. "TaskRay Permission Set Group").
4. Optionally, enter Description.
   
   Tip: Adding extra information in the description can be helpful to quickly identify who should have this permission and what access it restricts at a high level.
5. Click Save

Add Permission Set to Group

Next, you will need to add a permission set to this group. For TaskRay, we recommend adding the TaskRay - Standard Access permission set as the base.

1. On the Permission Set Group configuration screen, click on Permission Sets in Group.
2. Click on Add Permission Set.
3. Using the checkboxes, select TaskRay - Standard Access permission set (or any other applicable permission set). 
   
   Tip: You can add multiple permission sets to the permission set group, if needed. The permission sets that are added to the group will work in conjunction with each other.
4. Click Add.
5. On the confirmation screen, click Done.
6. On the next page, click on Back to: Permission Set Groups.

Create the Muting Permission Set

Next, you will need to specify which objects and fields to restrict with a muting permission set.

1. On the Permission Set Group detail page, click on Muting Permission Set In Group.
2. Click on New.
3. Optionally, edit the Label and API Name if needed.
4. Click Save.
5. From the list, click on the newly created muting permission set.
6. This will take you to the details screen for configuring the muting permission set. From here, you can select all the applicable items that need to be muted for the permission set group. In this example, we will walk through two examples: muting permissions to create TaskRay Projects, and muting permissions to delete TaskRay Tasks and edit Estimated Time on TaskRay Tasks.

Example 1: Mute Permissions to Create TaskRay Projects

1. From the Muting Permission Set Group detail page, click on Object Settings.
2. In the Object Settings list, navigate to TaskRay Projects.
3. Click Edit.
4. In the Object Permissions box, select the Muted checkbox for Create. This will ensure that the users who are assigned this permission set group are not able to create projects in TaskRay.
5. Click Save.

Example 2: Mute Permissions to Delete TaskRay Tasks and Edit Estimated Time

1. From the Muting Permission Set Group detail page, click on Object Settings.
2. In the Object Settings list, navigate to TaskRay Tasks.
3. Click Edit.
4. In the Object Permissions box, select the Muted checkbox for Delete. This will ensure that the users who are assigned this permission set group are not able to delete tasks in TaskRay.
5. In the Field Permissions box, select the Edit Access Muted checkbox for the Estimated Time (hrs) field. This will ensure that the users who are assigned this permission set group are not able to edit the Estimated Time field on tasks.
6. Click Save.

Assign Permission Set Group to Users

Once you have the permission set group configured to your specifications, now you just need to assign to the appropriate users. 

1. From Setup, navigate to Manage Users | Permission Set Groups
2. Click on the permission set group that you wish to assign to users.
3. Click Manage Assignments.
4. Click Add Assignments.
5. Using the checkboxes, select all the applicable users who need to be assigned the permission set group.
6. Click Assign.
7. On the confirmation screen, click Done.