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  • Writer's pictureThe Extentia Salesforce Practice

More Admin Task with Fewer Clicks – Introducing Admin Task Optimizer

While there are many wonderfully intuitive features that a Salesforce Admin can make use of across his adventures in the ecosystem, there has been no real solution that addresses the more tedious aspects of an admin's day-to-day tasks such as scheduling tasks or manually setting up Field Level Security. Manually setting up Field Level Security (FLS) in particular, is a repetitive, though necessary task which many admins would prefer to avoid altogether if given a choice.


What is Field Level Security (FLS)?

FLS settings provide restriction control to access, view, and edit specific fields. It can be set for different profiles and permission sets and each permission set specifies the level of access for each field in an object. Salesforce Administrators use Field Level Security features to grant field access to a particular profile/permission set.


What’s the problem?

Manually setting up Field Level Security for each field and every profile can be laborious and error-prone.

Admin Task Optimizer AppExchange app

Meet Extentia’s Solution!


To avoid this and make an administrator’s life easier, we’re introducing ‘Admin Task Optimizer’. Admin Task Optimizer upgrades the system administrator’s experience with an intuitive user interface for bulk Field Level Security (FLS) management. Whether working in real-time or scheduling tasks – Salesforce admins can now choose and create what works for them! Admin Task Optimizer is aimed at helping to set up Field Level Security in bulk and to schedule it as required. It also provides intuitive reports and dashboards to view the status of tasks.




Where can you get it?


2. Once you’re on the Admin Task Optimizer page, select ‘Install for Admins Only’ and then click

3. To use Admin Task Optimizer, System Administrator users also need permission to update permission sets in bulk. To assign permission sets, go to Setup > Users > Admin User (open an admin user profile)

4. On the User page, go to the Permission Set Assignments related list and click Edit Assignments

5. On the Permission Set Assignments page, select and move Admin_Task_Helper_Tool_Permission to Enabled Permission Sets list

Enabled Permission Sets list - ATO

6. Click Save

7. Now you can go to the App Launcher and start the Admin Task Optimizer app. You should now be able to access the app


How to set up Field Level Security (FLS)?

1. Log in to the app using your credentials and click the FLS Update Tool tab.

set up Field Level Security (FLS)
set up Field Level Security (FLS) - step 1

2. Select an Object from the list.

set up Field Level Security (FLS) - step 2

3. Select the fields for which you want to set the Field Level Security. You can select multiple fields in the Available Fields list by pressing the Ctrl key on your keyboard. Then click to move them to the Selected Fields list.

set up Field Level Security (FLS) - step 3

4. Select Profiles.

set up Field Level Security (FLS) - step 4

5. Select appropriate permissions.


6. Click Update Now to save the changes you’ve made.

OR

Click Update Later to schedule the update for a later time and date. Select a date and time for the update and then click Schedule.

schedule date and time for Field Level Security (FLS) update

NOTE: This will overwrite the existing Field Level Security permission for the selected fields in your org.


How to set up Object Level Security?

1. Click the Object Permission Update tab

set up Object Level Security - step 1

2. Select an Object from the list. You can select multiple objects in the Available Objects list by pressing the Ctrl key on your keyboard. Then click to move them to the Selected Objects list.


3. Select the profiles for which you want to set the object permission. You can select multiple fields in the Available Profiles list by pressing the Ctrl key on your keyboard. Then click to move them to the Selected Profiles list.

select the profile to set the object permission - Object Level Security
set up Object Level Security - step 2

4. Select appropriate permissions.

set up Object Level Security - step 3

5. Click Update Now to save the changes you’ve made.

OR Click Update Later to schedule the update at your convenience. Select a date and time for the update, then click Schedule.

schedule date and time for Object Level Security update

NOTE: This will overwrite the existing object permission for the selected profiles in your org.

How to view reports and dashboards?


Reports


You can view existing reports from the Admin Task Helper Report folder.

Sample Report:

Admin Task Helper Report folder

Dashboards


You can view existing reports from the Admin Task Helper Dashboard folder.

Sample Dashboard:

Admin Task Helper Dashboard folder

For additional information or if you have any queries, please contact us at: ato.support@extentia.com


Read other Extentia Blog posts here!

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