Most processes that involve communication between people can be automated, which is why the next time you are looking to improve your efficiency, think about what else besides customer communication can be improved using automation.

When it comes to automation, the use cases that come to mind are the automation that your customers or users can benefit from. But did you know that you can automate user management tasks to make it easier for you to be an administrator? #WorkSmart by automating routine, repetitive tasks for ourselves so we have more time to focus on value-added tasks, like delivering new enhancements to our users! Let us first see how to auto-assign permission sets to new users.

How To Auto Assign Permission Set To New Users In Salesforce☁️☁️.

Before discussing the solution, Let’s go through the flowchart of a high-level process flow in Salesforce. Please spend a few moments reviewing and understanding the organizational chart.

You can follow these basic steps to ensure success for 

Auto Assign Permission Set To New Users In Salesforce

Using Record Triggered Flow

Step 1: Create a Permission Set In Salesforce

First, we need to create a Permission Set in Salesforce
Follow the directions below:

• • Click Setup.
  • In the Quick Find Search box, enter Permission Sets.
  • Select Permission Sets, then press New.
  • Label the Permission Set (MFA Authorization (Two Factor Authorization), then press the tab key, and the API Name will auto-populate (MFA_Authorization_Two_Factor_Authorization). 
  • Click Save.

Step 2: A] Salesforce Flow (Record Triggered Flow)- Create And Specify Flow (Record Triggered Flow) Properties In Salesforce

We must use the After Save flow (Record Triggered Flow) because we need to create a linked record (PermissionSetAssignment) In Salesforce.

Follow the directions below:

• • • Click Setup.
    • In the Quick Find search box, enter Flows.
    • Select Flows, then click on New Flows.

• Select the ‘Record-Triggered Flow’ option and click ‘Next’ 
  • Select Object: User
  • Configure Trigger: Trigger The Flow When (A record is created)

 

• Set Entry Conditions: 
  • Conditions Requirements: All Conditions Are Met (AND)

• • • Field: User | IsActive
    • Operator: Equals
    • Value: {!$GlobalConstant.True}

• Optimize the Flow For Actions and Related Records
• Click Done.

Step 2: B] Salesforce Flow (Record Triggered Flow) – Add The Get Records Element To find Permission Set ID In Salesforce

The next step is to get the permission set MFA_Authorization_Two_Factor_Authorization ID in Salesforce. 

Follow the directions below:

• • From the Toolbox, select Get Records Element. 
  • Enter a name in the Label field (Find Permission Set Id); then API Name will auto-populate (Find_Permission_Set_Id).
  • Get Records of this Object Choose the Permission Set object from the Drop- Down menu.
  • Filter Permission Set Records Select All Conditions Are Met (AND) 
  • Set Filter Conditions
    • Field: Name
    • Operator: Equals
    • Value: MFA_Authorization_Two_Factor_Authorization
  • How Many Records to Store:
    • select Only the first record
  •  How to Store Record Data:
    • Choose the option to store all fields Automatically. 
  • Click Done.

Step 2: C] Salesforce Flow(Record Triggered Flow) – Add Decision Element To Verify the Not-Null Permission Set ID In Salesforce

Let’s now add the Decision element to check the Record Variable to determine if it returns the permission set ID in Salesforce. 

Follow the directions below:

• • From the Toolbox, select the Decision Element. 
  • Enter a name in the Label field (Does Permission Set Exist?); then API Name will auto-populate (Does_Permission_Set_Exist).
  • Under Outcome Details, enter the Label (Yes ) then API Name will auto-populate (Yes).
  • Condition Requirements to Execute Outcome: All Conditions Are Met (AND)
    • Resource: {!Find_Permission_Set_Id.Id}
    • Operator: Is Null 
    • Value: {!$GlobalConstant.False}
  • Click Done.

Step 2: D] Salesforce Flow(Record Triggered Flow) – Adding a Create Record Element To Assign Permission Set To New Users In Salesforce

The next step is to add a Permission Set for New Users Or Created Users. We will use the Create Records element from the Toolbox.

Follow the directions below:

• • From the Toolbox, select Create Record Element. Drag and drop Create Records onto the canvas. 
  • Input the following information
    • Enter Label Field (Assign Permission Set To New Users) then API Name will auto-populate (Assign_Permission_Set_To_New_Users).
    • How Many Records to Create One
    • How to Set the Record Fields: Use separate resources, and literal values
    • Create Record Of This Object: Select Permission Set Assignment Object From Object Drop Down List
    • Set Field Values for the Permission Set Assignment                   
      • Row 1:
        • Field: AssigneeId  (This is the user ID)
        • Value: {!$Record.Id}  (User Id)
    • Click Add Row                                                                               
      • Row 2:
        • Field: PermissionSetId  (This is the permission set ID)
        • Value: {!Find_Permission_Set_Id.Id}  (Permission Set Id   Form The Get Record Element)
  • Click Done.

The result for Flow (Record Triggered Flow) will be like the screenshot below: 

• • Click Save.
  • Enter Flow Label Field (Auto Assign Permission Set For New Users) the API Name will auto-populate (Auto_Assign_Permission_Set_For_New_Users).
  • Click Save.
  • Click Activate.

Final Proof Of Concept (Output) For Auto Assign Permission Set To New Users In Salesforce

• Navigate to Setup | Enter Users | Select Users
• Create a New User 
• Then Open That Created User Or Now navigates to the Permission Set Assignment related list in the user detail page and checks for Permission Set (MFA Authorization (Two Factor Authorization))

You can follow these basic steps to ensure success when assigning permissions to new users in Salesforce using record triggered flows.

Create a new user in Salesforce, and then you will check whether or not a Permission Set is automatically assigned to the newly created User.

Conclusion 

Salesforce automation is one of the major reasons why Salesforce is such a saleable tool. It not only helps you in your day to day actions faster but also lets you possess more time and focus on other tasks. Here, we began with an introduction, followed by the creation of a permission set in Salesforce, the creation and specification of flow properties, the addition of the get records and decision elements to locate the permission set ids, the addition of the create record and create record elements to assign permission sets to new users, and finally, the viewing of the final proof of concept.