Setting up auto-provisioning for Salesforce users

See how it works on Salesforce Lightning

1. Create a Group Assignment Field in Salesforce Lightning
2. Configure auto-provisioning in Showpad
3. Test the auto-provisioning

Do this step by step

1. Create a Group Assignment Field in Salesforce Lightning

First, we need to create a Group Assignment Field to assign the auto-provisioned users to a specific User Group in Showpad.

1. Click the gear icon in the upper righthand corner of your screen, then select Setup.
   
2. Under Platform Tools on the left-side column, expand Objects and Fields and select Object Manager.
   
3. Select User from the label list.
4. Select Fields & Relationships. Then click New.
5. Under Data Type select Formula then scroll down and click Next.
6. Enter a Field Label for the custom field and select Text as a return type. Click Next.
   
7. Open the Select Field Type drop-down list and select $Profile.
8. Open the Insert Field drop-down list and select Name. If the user group does not yet exist in Showpad, this $Profile.Name is used to create a new group in Showpad with the same name the user belongs to in Salesforce.
9. You can add a Description and a Help Text for the custom field at the bottom of the page, but this is not mandatory. Click Next.
   
10. Select your security fields as desired, then click Save.
11. Select the page layouts that should include this new field. Click the Next button and Save your new Custom Field.
12. Back on the Fields & Relationships list scroll down and click on the new field you just created.  Copy the API name of your custom field. This is the value you'll need later to configure the Group Assignment Field of the Salesforce instance on the Showpad Online Platform.
    
13. It is important to verify the profile your users belong to in Salesforce. As mentioned before, the $Profile.Name will be used to create a group if that name doesn't exist yet in Showpad.
    If still necessary, you can create new profiles via Administer, Manage Users, Profiles.
14. Save the profile and select this profile for the user(s).

2. Configure auto-provisioning in Showpad

You can enable and set up auto-provisioning in Showpad during the process of setting up a Salesforce instance or after an instance has been created. In this example, we will configure auto-provisioning for a Salesforce instance that has already been set up.

1. In the Online Platform, click the gear icon and choose Integrations. Click CRM from the Integrations Menu.
2. Click the instance for which you want to enable auto-provisioning.
3. Scroll down to the Authentication section and click Edit for the SSO and User Provisioning field.
4. First choose if you wish to allow Single Sign-On for users by checking the box. When enabled, users will see the option to log in with Salesforce using their Salesforce credentials on their login screen. When disabled, the Salesforce login button will be removed from the login screen. Users who logged in with Salesforce prior to removing the button will remain logged in until their session expires or their account is deactivated/deleted.
5. Next, choose the type of user provisioning you'd like. You can select None, Just-In-Time automatic provisioning, or Nightly Sync provisioning. 
   
   • Just-in-time automatic provisioning means that Showpad user accounts will be automatically created when users log into Showpad for the first time using the Salesforce log in option. 
   • Nightly sync means that Showpad user accounts and groups will be created or removed through a nightly sync with Salesforce.
   
6. If you've selected Just-in-time provisioning, create the default list of the group(s) that you want the new auto-provisioned users to be added to in Showpad. Add a Group Assignment Field for Salesforce that the newly provisioning users will be added to. 
   
   • Default Group for new users: Enter the user group newly provisioned users will be assigned to by default.
   • Group Assignment Field in Salesforce: When a user is already assigned to a group in Salesforce, Showpad can auto-provision these users and add them to a specific user group in Showpad, based on any desired field information from Salesforce. Showpad will now automatically create the user group, based on the $Profile.Name we configured in Salesforce. Alternatively, you could use whatever value or lookup formula you want, such as a combination of country and role. Multiple groups are allowed, and need to be separated by a comma.
   
   
7. If you selected the Nightly Provisioning option, select if you wish to pull in users based on their Salesforce Permission Set or by their Salesforce Profile. Select the corresponding permission set or profile from the dropdown menu.
   Then, use the Salesforce user fields option to add a comma-separated list of the Salesforce User Fields that you wish to create relevant user groups for. For example, if I add Division as a Salesforce user field, and a sales rep has Mid-market listed in their Salesforce Division user field, they will be added to a Mid-market group in Showpad. Essentially, values in the selected Salesforce user fields will be created as groups with the corresponding users in Showpad. Use the API name of the field.
   
8. If you use the nightly sync option and want to update it without waiting for the nightly sync time, you can sync it as a one-off instance. Navigate to Integrations, then select CRM and open the applicable instance. In the Authentication section, click Sync Users.

3. Test the Just-in-time auto-provisioning

If you've successfully configured automatic nightly provisioning, you will notice changes in your Showpad user tab the following morning. However, if you selected Just-in-time provisioning, you can verify that the integration works right away. To do so, create a new Salesforce user or use an existing user to test. The Salesforce user logs in on Showpad and will be created automatically in the configured group that we defined in the Salesforce instance on the Online Platform.

1. Create a new user or ask a user from the Users List in Salesforce to sign in on Showpad.
   
2. Log in on a device with the Salesforce username.
3. On the Online Platform, you'll see that the user is now automatically created in Showpad, in the group we configured.