Salesforce User Groups by Department Setup

User Groups by Department - Admin and User Permissions

Auto-sync user departments with RefAssured user groups in Salesforce
User departments in Salesforce now automatically sync with RefAssured user groups when new users are activated. This enhancement eliminates the need for manual updates, making it easier for admins to manage user permissions and streamline setup.

Admin Users: Admin users are individuals who have full access to the RefAssured platform. This includes the items listed below under sub-setting permissions, as well as the ability to review and export analytics.

Sub-setting Permissions:

• Survey Administration: Allows ability to edit, add, or remove survey content
• Reference Removal from Reference Check Reports
• Editing Candidate Name
• Editing Reference Name
• Editing Employment/Relationship Dates
• Editing Company and Job Titles
• Editing Relationship
• Editing Custom Fields

At go-live all non-admin team members are not given access to the items listed above. If any specific team members or departments need access, a User Group will need to be created with the updated permissions.

Reasons to create user groups:

• Set default surveys for specific departments (i.e.  IT survey for IT recruiters, allied survey for allied recruiters, etc.)
• Set specific user permissions for specific departments (i.e. compliance/managers/leads having the ability to edit report information for accuracy, remove references off a report, etc.)
• Set users to CC on Candidate Leads and Sales Leads to ensure the emails are being received by the appropriate parties (i.e. general sales or leads inboxes, business development teams, etc.)

To create a new user group by department, an admin user will need to:

1. Access Full RefAssured App View
2. Select the Gear icon to access Settings
3. Locate User Groups
4. Under User Groups, locate your company name
5. Select the 3 dots and Add Group
6. From here, you’ll be required to do a few things
   1. Create a Name for the new user group (i.e. By Department, Allied Team, Compliance, Account Managers, IT Recruitment, etc.).
   2. If applicable and your organization has created multiple surveys, select the Default Survey for that User Group (i.e. allied survey for allied team, IT survey for IT recruiters, etc.). *All team members will still have access to all other company surveys, but will default to the one needed for quicker access
   3. To configure user groups based on Salesforce departments, select Auto-Assign by Salesforce Department. Then, enter the department name exactly as it appears in Salesforce to ensure a successful match and assignment.
7. Locate Global Editing Permissions and select edit Sub-setting Permissions to enable and disable specific user permissions
8. Once saved, any users who access RefAssured will be auto-assigned to the User Group developed for their specific department.