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Security: Users & Roles – Adding Users & Roles

Roles are a bit like groups, and are a key part of how you control who can do what in an application. Things like who can create a new record, take a workflow action or see a view, are controlled by roles. You add people into a role, and then tell App Builder which role can see or do something.

To access the App Users screen, go to: Edit App > Security > Roles & Users.

Roles & Users Screen

Managing Roles & Users

Roles & Users – Details
Item Description
Allows you to create a new role in the app.
Allows you to add a user to the app and select a single initial roles for them.
Allows you to import a role that has been defined by your Platform Admin. Shared roles are managed centrally and are available to be used in each app. Above, ‘All Domain Users’ is an example of a Shared Role.
Allows you to import multiple users and assign them to a role in one step. A CSV file containing the required users email addresses must be avaiable. The fiel may contain other columns as the dialog will aloow selection of the correct column.
Click to delete the associated role.

Creating New Roles

To create a new role, click on the + New Role button. You will then see the following dialog:

Create Role Dialog
Item Description
Name The name for the new role. Make it short but descriptive, such as Editors, Sales Managers or Approvers.
Description [Optional] If desired, add a longer description of the roles purpose or membership.
Managed A Managed role is like a normal email group: Somebody will add and remove members of the role manually (using this screen).
Form Defined A Form Defined role has no fixed members. Instead its members will will be looked up from the value of a specified Directory Lookup field on a form. This way the role can have different members for each record. For example, it could be the department manager of the record’s originator (assuming that information was available in the application).

Adding Users

To add a new user, click on the + Add User button. You will then see the following dialog:

Add User (Share) Dialog
Item Description
Enter Email Enter the user’s email address. Once enough of the address has been typed in to identify the user, their full email address will display just below the Enter Email field. Select the name.
Role Select the initial role the user should be added to. The user can be assigned additional roles after they are added to the app.
Email Message [Optional] By default, the selected user will receive an email message alerting them that they have been added to the users for this application. If you would like to add a specific message to this email, add the text to the Email Message field.
Skip sending an email to users [Optional] If you don’t want like the selected user to receive an email message, then check the ‘Skip sending an email to users’ option.

Importing Users

You can also bulk import users in to the app. To use the Import Users wizard, click on the + Import Users button. You will then see the following dialog:

Import Users Dialog
Item Description
Attach File Click on this button to select the desired CSV file. Only files with a “.csv” file extension will be shown in the selection dialog.
Skip first row in csv [Optional] If the CSV file has a top row header with text labels to identify the contents of the columns, select this option so the header label is not imported.
Role Select the initial role the user(s) should be added to. The user(s) can be assigned additional roles after they are added to the app.
Email Message [Optional] By default, the selected user will receive an email message alerting them that they have been added to the users for this application. If you would like to add a specific message to this email, add the text to the Email Message field.

(As the ‘Skip sending an email to users’ option is selected by default for the import dialog, you will not see the Email Message field until that option is cleared.)

Skip sending an email to users If you don’t want like the selected user to receive an email message, then check the ‘Skip sending an email to users’ option.

Demonstration Video

The following video outlines creating workflow stages:

Next Steps

Below are links to articles that cover the other main areas of application security:
Security: App Users
Security: App Users
Security: Managing Role Members
Below is the link to the episode of Building an Expense Reports App tutorial series that include descriptions of setting up security:
Part 6 – Expense Reports App – Security
Updated on August 6, 2019

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