{"id":1187,"date":"2025-07-10T12:21:34","date_gmt":"2025-07-10T12:21:34","guid":{"rendered":"https:\/\/help.fieldax.com\/?post_type=docs&p=1187"},"modified":"2025-07-10T12:21:34","modified_gmt":"2025-07-10T12:21:34","password":"","slug":"set-up-users","status":"publish","type":"docs","link":"https:\/\/document.fieldax.com\/?docs=set-up-users","title":{"rendered":"Set Up Users"},"content":{"rendered":"\n

Overview<\/strong><\/h2>\n\n\n\n

User setup is a critical step in your FieldAx implementation. This section covers creating Salesforce users, assigning appropriate licenses and profiles, configuring FieldAx-specific permissions, and establishing user hierarchies. Proper user configuration ensures that your team members have the right access levels and can effectively use FieldAx features based on their roles.<\/p>\n\n\n\n

\n\n\n\n

Understanding FieldAx User Types<\/strong><\/h2>\n\n\n\n

User Roles in FieldAx<\/strong><\/h3>\n\n\n\n

Before creating users, understand the typical roles in a field service organization:<\/p>\n\n\n\n

Administrators<\/strong><\/p>\n\n\n\n

  • Full system access<\/li>
  • Configure FieldAx settings<\/li>
  • Manage all users and data<\/li>
  • Generate reports and analytics<\/li><\/ul>\n\n\n\n

    Dispatchers\/Schedulers<\/strong><\/p>\n\n\n\n

    • Create and manage jobs<\/li>
    • Assign service engineers<\/li>
    • Monitor job progress<\/li>
    • Handle emergency scheduling<\/li><\/ul>\n\n\n\n

      Service Engineers\/Technicians<\/strong><\/p>\n\n\n\n

      • View assigned jobs<\/li>
      • Update job status<\/li>
      • Log time and materials<\/li>
      • Capture customer signatures<\/li><\/ul>\n\n\n\n

        Managers\/Supervisors<\/strong><\/p>\n\n\n\n

        • View team performance<\/li>
        • Approve timesheets<\/li>
        • Monitor service metrics<\/li>
        • Handle escalations<\/li><\/ul>\n\n\n\n

          Back Office Staff<\/strong><\/p>\n\n\n\n

          • Process invoices<\/li>
          • Manage inventory<\/li>
          • Handle customer inquiries<\/li>
          • Generate service reports<\/li><\/ul>\n\n\n\n
            \n\n\n\n

            Creating Users in Salesforce<\/strong><\/h2>\n\n\n\n

            Step 1: Access User Management<\/strong><\/h3>\n\n\n\n
            • Navigate to Setup<\/strong> \u2192 Users<\/strong> \u2192 Users<\/strong><\/li>
            • Click New User<\/strong> button<\/li><\/ul>\n\n\n\n

              Step 2: Basic User Information<\/strong><\/h3>\n\n\n\n

              Fill in the required user details:<\/p>\n\n\n\n

              Personal Information<\/strong><\/p>\n\n\n\n

              • First Name<\/strong>: Employee’s first name<\/li>
              • Last Name<\/strong>: Employee’s last name (required)<\/li>
              • Email<\/strong>: Valid email address (required)<\/li>
              • Username<\/strong>: Must be unique across all Salesforce orgs (e.g., john.smith@company-fieldax.com)<\/li><\/ul>\n\n\n\n

                User License and Profile<\/strong><\/p>\n\n\n\n

                • User License<\/strong>: Salesforce<\/li>
                • Profile<\/strong>: Select based on role:
                  • System Administrator (for admins)<\/li>
                  • Standard User (for most FieldAx users)<\/li>
                  • Custom profiles (if created)<\/li><\/ul><\/li><\/ul>\n\n\n\n

                    Step 3: Additional Settings<\/strong><\/h3>\n\n\n\n

                    Locale Settings<\/strong><\/p>\n\n\n\n

                    • Time Zone<\/strong>: Set to user’s local time zone<\/li>
                    • Locale<\/strong>: Set appropriate locale for date\/time formats<\/li>
                    • Language<\/strong>: English (or preferred language)<\/li><\/ul>\n\n\n\n

                      Email Encoding<\/strong><\/p>\n\n\n\n

                      • Email Encoding<\/strong>: Unicode (UTF-8) recommended<\/li><\/ul>\n\n\n\n

                        Organization Information<\/strong><\/p>\n\n\n\n

                        • Role<\/strong>: Leave blank initially (will set up hierarchy later)<\/li>
                        • Manager<\/strong>: Assign if applicable<\/li>
                        • Department<\/strong>: Field Service, Operations, etc.<\/li>
                        • Division<\/strong>: If using divisions<\/li><\/ul>\n\n\n\n

                          Step 4: FieldAx Specific Settings<\/strong><\/h3>\n\n\n\n

                          After creating the basic user, configure FieldAx access:<\/p>\n\n\n\n

                          Generate Password<\/strong><\/p>\n\n\n\n

                          • Check Generate new password and notify user immediately<\/strong><\/li>
                          • User will receive welcome email with login instructions<\/li><\/ul>\n\n\n\n

                            Click Save<\/strong> to create the user.<\/p>\n\n\n\n

                            \n\n\n\n

                            Configuring User Profiles for FieldAx<\/strong><\/h2>\n\n\n\n

                            Creating Custom Profiles<\/strong><\/h3>\n\n\n\n

                            For better security and access control, create role-specific profiles:<\/p>\n\n\n\n

                            Step 1: Clone Standard Profiles<\/strong><\/h4>\n\n\n\n
                            1. Navigate to Setup<\/strong> \u2192 Users<\/strong> \u2192 Profiles<\/strong><\/li>
                            2. Click on Standard User<\/strong> profile<\/li>
                            3. Click Clone<\/strong><\/li>
                            4. Enter Profile Name: “FieldAx Dispatcher”<\/li>
                            5. Click Save<\/strong><\/li><\/ol>\n\n\n\n

                              Repeat this process to create:<\/p>\n\n\n\n

                              • FieldAx Service Engineer<\/li>
                              • FieldAx Manager<\/li>
                              • FieldAx Back Office<\/li><\/ul>\n\n\n\n

                                Step 2: Configure Object Permissions<\/strong><\/h4>\n\n\n\n

                                Edit each profile to set appropriate permissions:<\/p>\n\n\n\n

                                FieldAx Dispatcher Profile<\/strong><\/p>\n\n\n\n

                                1. Click Edit<\/strong> on the profile<\/li>
                                2. Under Custom Object Permissions:
                                  • Jobs<\/strong>: Read, Create, Edit<\/li>
                                  • Assignments<\/strong>: Read, Create, Edit, Delete<\/li>
                                  • Service Engineers<\/strong>: Read<\/li>
                                  • Time Cards<\/strong>: Read<\/li>
                                  • Invoices<\/strong>: Read<\/li><\/ul><\/li><\/ol>\n\n\n\n

                                    FieldAx Service Engineer Profile<\/strong><\/p>\n\n\n\n

                                    • Jobs<\/strong>: Read, Edit (limited to assigned jobs)<\/li>
                                    • Assignments<\/strong>: Read (own assignments only)<\/li>
                                    • Time Cards<\/strong>: Read, Create, Edit (own only)<\/li>
                                    • Product Requests<\/strong>: Read, Create<\/li>
                                    • Inventory<\/strong>: Read<\/li><\/ul>\n\n\n\n

                                      FieldAx Manager Profile<\/strong><\/p>\n\n\n\n

                                      • All Dispatcher permissions plus:<\/li>
                                      • Reports<\/strong>: Run Reports<\/li>
                                      • Dashboards<\/strong>: View Dashboards<\/li>
                                      • All FieldAx Objects<\/strong>: Read access<\/li><\/ul>\n\n\n\n

                                        Step 3: Configure Field-Level Security<\/strong><\/h3>\n\n\n\n

                                        For each profile, set field permissions:<\/p>\n\n\n\n

                                        1. In the profile, scroll to Field-Level Security<\/strong><\/li>
                                        2. For Job object:
                                          • Service Engineers: Make “Price” fields read-only<\/li>
                                          • Back Office: Make technical fields read-only<\/li><\/ul><\/li>
                                          • Click Save<\/strong><\/li><\/ol>\n\n\n\n
                                            \n\n\n\n

                                            Setting Up Permission Sets<\/strong><\/h2>\n\n\n\n

                                            Create FieldAx Permission Sets<\/strong><\/h3>\n\n\n\n

                                            Permission sets provide additional access without changing profiles:<\/p>\n\n\n\n

                                            Step 1: Create Permission Set<\/strong><\/h4>\n\n\n\n
                                            1. Navigate to Setup<\/strong> \u2192 Users<\/strong> \u2192 Permission Sets<\/strong><\/li>
                                            2. Click New<\/strong><\/li>
                                            3. Enter:
                                              • Label<\/strong>: FieldAx Mobile User<\/li>
                                              • API Name<\/strong>: FieldAx_Mobile_User<\/li>
                                              • Description<\/strong>: Grants access to FieldAx mobile features<\/li><\/ul><\/li>
                                              • Click Save<\/strong><\/li><\/ol>\n\n\n\n

                                                Step 2: Configure Permissions<\/strong><\/h4>\n\n\n\n

                                                In the permission set:<\/p>\n\n\n\n

                                                1. Click Object Settings<\/strong><\/li>
                                                2. Enable these permissions:
                                                  • FieldAx Mobile<\/strong> app access<\/li>
                                                  • API Enabled<\/li>
                                                  • Mobile specific objects<\/li><\/ul><\/li>
                                                  • Click Save<\/strong><\/li><\/ol>\n\n\n\n

                                                    Assign Permission Sets<\/strong><\/h3>\n\n\n\n
                                                    1. Go to the user record<\/li>
                                                    2. Scroll to Permission Set Assignments<\/strong><\/li>
                                                    3. Click Edit Assignments<\/strong><\/li>
                                                    4. Add FieldAx Mobile User<\/strong> for field technicians<\/li>
                                                    5. Click Save<\/strong><\/li><\/ol>\n\n\n\n
                                                      \n\n\n\n

                                                      Creating User Role Hierarchy<\/strong><\/h2>\n\n\n\n

                                                      Define Organizational Structure<\/strong><\/h3>\n\n\n\n

                                                      Role hierarchy controls data visibility and reporting relationships:<\/p>\n\n\n\n

                                                      Step 1: Access Role Hierarchy<\/strong><\/h4>\n\n\n\n
                                                      • Navigate to Setup<\/strong> \u2192 Users<\/strong> \u2192 Roles<\/strong><\/li>
                                                      • Click Set Up Roles<\/strong> if first time<\/li>
                                                      • Click Add Role<\/strong> under CEO\/Organization level<\/li><\/ul>\n\n\n\n

                                                        Step 2: Create Role Structure<\/strong><\/h4>\n\n\n\n

                                                        Create this typical field service hierarchy:<\/p>\n\n\n\n

                                                        CEO\/Organization<\/p>\n\n\n\n

                                                        \u251c\u2500\u2500 VP of Operations<\/p>\n\n\n\n

                                                        \u2502   \u251c\u2500\u2500 Regional Manager – North<\/p>\n\n\n\n

                                                        \u2502   \u2502   \u251c\u2500\u2500 Dispatcher – North<\/p>\n\n\n\n

                                                        \u2502   \u2502   \u2514\u2500\u2500 Service Engineers – North<\/p>\n\n\n\n

                                                        \u2502   \u2514\u2500\u2500 Regional Manager – South<\/p>\n\n\n\n

                                                        \u2502       \u251c\u2500\u2500 Dispatcher – South<\/p>\n\n\n\n

                                                        \u2502       \u2514\u2500\u2500 Service Engineers – South<\/p>\n\n\n\n

                                                        \u2514\u2500\u2500 VP of Finance<\/p>\n\n\n\n

                                                            \u2514\u2500\u2500 Billing Team<\/p>\n\n\n\n

                                                        For each role:<\/p>\n\n\n\n

                                                        1. Click Add Role<\/strong><\/li>
                                                        2. Enter:
                                                          • Label<\/strong>: Regional Manager – North<\/li>
                                                          • Role Name<\/strong>: Regional_Manager_North<\/li>
                                                          • This role reports to<\/strong>: VP of Operations<\/li><\/ul><\/li>
                                                          • Click Save<\/strong><\/li><\/ol>\n\n\n\n

                                                            Step 3: Assign Roles to Users<\/strong><\/h3>\n\n\n\n
                                                            1. Go to user record<\/li>
                                                            2. Click Edit<\/strong><\/li>
                                                            3. In Role<\/strong> field, select appropriate role<\/li><\/ol>\n\n\n\n

                                                              Click Save<\/strong><\/p>\n","protected":false},"excerpt":{"rendered":"

                                                              Overview User setup is a critical step in your FieldAx implementation. This section covers creating Salesforce users, assigning appropriate licenses and profiles, configuring FieldAx-specific permissions, and establishing user hierarchies. Proper user configuration ensures that your team members have the right access levels and can effectively use FieldAx features based on their roles. Understanding FieldAx User…<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[9],"doc_tag":[],"class_list":["post-1187","docs","type-docs","status-publish","hentry","doc_category-essential-setup"],"year_month":"2026-05","word_count":674,"total_views":0,"reactions":{"happy":0,"normal":0,"sad":0},"author_info":{"name":"admin","author_nicename":"admin","author_url":"https:\/\/document.fieldax.com\/?author=1"},"doc_category_info":[{"term_name":"Essential Setup","term_url":"https:\/\/document.fieldax.com\/?doc_category=essential-setup"}],"doc_tag_info":[],"_links":{"self":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs\/1187","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=1187"}],"version-history":[{"count":2,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs\/1187\/revisions"}],"predecessor-version":[{"id":1189,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=\/wp\/v2\/docs\/1187\/revisions\/1189"}],"wp:attachment":[{"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=1187"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fdoc_category&post=1187"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/document.fieldax.com\/index.php?rest_route=%2Fwp%2Fv2%2Fdoc_tag&post=1187"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}