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LeanData Admin Guide Standard Configuration Follow

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Contents:

 

Overview

The following guide covers functionality available within the Admin section of the LeanData dashboard as well as other helpful topics which your organization’s LeanData Admin should know. This document includes guidance on setting up an Integration User, kicking off and monitoring LeanData’s scheduled job, ensuring that your users have the right permissions and visibility and granting access to LeanData Support, should the need arise.

 

Definitions

General definitions of various terms used.

  • LeanData Admin
    • The individual who will be administering LeanData. Commonly your organization’s Salesforce Admin or another user who will be taking charge of your organization’s LeanData setup.
  • Integration User
    • The Salesforce user account which LeanData will operate under. All of LeanData’s actions will be logged under this user.

 

Setting up a LeanData Integration User

For your LeanData launch, your organization will need to decide which Salesforce user will serve as the Integration User for LeanData. Because all of LeanData’s actions will get logged under this user, it’s best to create a unique Salesforce user specifically for this purpose. This way you will know what actions were performed by LeanData vs. other automation or users, which makes troubleshooting a lot easier. If creating a separate LeanData Integration User is not possible, you can designate an existing user as long as they have the right Salesforce permissions.

Please Note: At this time, a User with the SFDC Integration User License type cannot be used for this purpose.

 

LeanData Integration User Salesforce Permissions

Ideally, the profile used is System Admin or another profile which has Modify All permission. If that is not possible, then the following are the minimal set of permissions needed (green is recommended, red is required)

The Integration User should also be given the LeanData Custom Object Full Access Permission Set.

Administrative Permissions

  • API Enabled
    • Ensures that your LeanData team has the ability to sync LeanData-related settings to your org and has visibility for troubleshooting.  
  • Assign Permission Sets
    • Required to assign LeanData permissions to Users
  • Manage Custom Permissions
    • Custom permissions let you define access checks that can be assigned to Users via permission sets or profiles. Allows for more robust troubleshooting for LeanData regarding other custom processes & apps that may require custom permissions. 
  • Manage Custom Report Types
    • Allows customizing, editing, and deleting custom reports.
  • Manage Package Licenses
    • You can assign each license to a user within your organization
  • Manage Users (nice to have)
    • Needed to have LeanData as an option for remote access.
  • View All Data (nice to have for debugging purposes, if needed)
    • Managing all data in an organization; for example, data cleansing, deduplication, mass deletion, mass transferring, and managing record approvals. Nice to have for debugging purposes, if needed. 
  • Accounts (read, create, edit, view all)
    • Needed to access this object (read, create, edit, and view all Account records). 
  • Leads (read, edit, delete, view all)
    • Needed to access this object (read, edit, delete, and view all Lead records). 
  • Contacts (read, create, edit, view all)
    • Needed to access this object (read, create, edit, and delete Contact records). 
  • Opportunities (read, create, edit, view all)
    • Needed to access this object (read, create, edit, and delete Opportunity records). 
  • Case (read, edit, delete, view all)
    • Needed to access this object (read, edit, delete, view all Case records).
  • Task (read, create, edit, view all)
    • Needed to access this object (read, create, edit, delete, and view all Task records). 
  • Event (read, view all)
    • Needed to access this object (read and view all Event records). 
  • Campaign Member (read, view all)
    • Needed to access this object (read and view all Campaign Member records). 
  • Campaign (read, view all)
    • Needed to access this object (read and view all Campaign records). 
  • View All Users
    • Needed to be able to reference & view a list of users for our various User dropdown menus (record assignments, configurations, etc.)
  • Customize Application (nice to have for debugging purposes, if needed)
    • Enables certain native SFDC capabilities. Nice to have for debugging purposes.
  • View Setup and Configuration
    • Can view setup pages (object details, page layouts, etc.) & monitor setup changes. Allows for more robust troubleshooting.

General User Permissions

  • Convert Leads
    • Needed to be able to convert leads in LeanData Routing
  • Create and Customize Reports
    • Allows for Creating Native SFDC reports
  • Manage Leads
    • Required in order to change/update lead ownership & lead field values. 
  • Report Builder
    • Enables Salesforce’s drag and drop report creation interface.
  • Run Reports
    • Basic permission to run reports and receive the full report data.

LeanData Permission Sets

  • LeanData Custom Objects Full Access

 

Authorizing API Access (Salesforce Token)

If you are planning on operating with a Standard LeanData Security configuration, you must authorize a Token. Authorizing a token is quick and easy, and ensures that your LeanData team has the ability to sync LeanData-related settings to your org and has visibility for troubleshooting.  

To Authorize a Token

  1. Log fully out of Salesforce
  2. Log in as the Integration User you’ve designated for LeanData
  3. Open the LeanData App. 
  4. Once in the tab, click the Authorize Salesforce Token button on the main dashboard page.(If you don’t see Authorize Salesforce Token, click on the Authorization link in upper right.)

  1. Follow any Salesforce prompts.

If you are encountering errors, please follow the steps in Troubleshooting Authorizing a LeanData Token below.

 

LeanData Tab Visibility

The majority of LeanData’s functionality can be accessed from a Salesforce tab called LeanData. Granting visibility to this tab on a Profile level is an important step which should be done for any Profiles that you would need to have visibility of the LeanData tools at their disposal. Similarly, if there are any users who you do not want to have visibility of the LeanData tab, you can limit this on the Profile level. Visibility should be given upon your LeanData launch and should also be added on for new Profiles, if they need LeanData access. 

To enable LeanData Tab Visibility

  1. Navigate to Salesforce Setup > Users > Profiles
  2. Click on the Profile you would like to give LeanData Tab visibility
  3. In the Find Settings search box, type in LeanData
  4. When search results come up, click on LeanData under the Object Settings

  1. Click Edit and switch the tab setting to “Default On”, the Save

 

LeanData Permission Sets

Custom LeanData permission sets need to be assigned in order for users to be able to view, access and modify settings in LeanData. These should be given upon your LeanData launch and should also be added on for new users, if they need LeanData access.

LeanData Dashboard Access

  • A restrictive permission set that limits a User to only viewing select pages on the LeanData Dashboard. This is ideal for Users requiring minimal involvement. 
  • Unless they have additional permissions, Users who have this permission set will only be able to access some basic troubleshooting tools in Leandata such as Tagging Preview and Audit Logs.
  • Users with this permission set who are also in a Round Robin Pool will only be able to access their own User, to view their schedule or modify their own Vacation settings.
  • Users who have this permission set and are also listed as a Pool Manager for one or more Round Robin pools will additionally be able to access the pools they manage, add and remove Users from those pools, or set the schedules for Users in those pools.

LeanData Read Only with Routing Insights

  • This permission set will give intermediate access to summary level information. In addition to Tagging Preview and Audit Logs, Users with this permission set will also gain access to List Analyzer and Deployment History & Routing Insights. This is ideal for providing management high level information without providing ability to configure the operation of LeanData.
  • Users with this permission set who are also in a Round Robin Pool will be able to access the features mentioned above, but will only be able to access their own User under the People section of the Dashboard.  They may also view their own schedule or modify their own Vacation settings.
  • Users who have this permission set and are also listed as a Pool Manager for one or more Round Robin pools will be able access the pools they manage, add and remove Users from those pools, or set the schedules for Users in those pools.

LeanData Custom Objects Full Access

  • This permission set will give full administrative access to all purchased components of LeanData. This includes all troubleshooting tools as well as the ability to access, edit, and Deploy Flowbuilder Graphs. This is ideal for those who need to update and configure the operation of LeanData.
  • Users with this permission set will be able to access all Users, their schedules, and their vacations, and modify all Round Robin pools, regardless of whether they are listed as a Pool Manager.

 

Deprecated Permission Sets

You may also see several deprecated LeanData permission sets: LeanData Custom Objects Read-Only and LeanData Custom Objects Read-Write. If you are using these deprecated permission sets, they will continue to operate as they have been operating. No functionality has been removed from them, but we have added more granular functionality to the newer permission sets outlined above and encourage our Users to use the updated versions instead.

 

Granting Login Access for LeanData Support

You may occasionally find yourself having difficulty troubleshooting a LeanData-related issue. When this happens, you can grant temporary login access to Leandata Support to help investigate. Since LeanData is a Salesforce app, this is done the same way that you grant access to Salesforce Support.

Steps to Provide Login Access (Lightning)

1. Click on your avatar in the top right-hand side of the screen and choose "Settings"


2. Click on Grant Account Login Access
3. Set the access expiration date for LeanData Support

4. Click Save

 

Steps to Provide Login Access (Classic)

1. Go to Your Name

2. Go to Setup

3. Go to My Personal Information 

4. Grant Login Access

5. Give access to the external app provider (LeanData) and specify number of days. In this case, it would be LeanData Support. (Screenshot below shows Salesforce.)

 

LeanData Tab - Admin Settings

You will have several features at your disposal within the Admin page of the LeanData Tab. Please view LeanData - Admin Settings Guide for more details.

 

 

FAQs

Who should be my organization’s LeanData Admin? 

This will vary from company to company and depends on your organization’s IT rules and procedures. Ideally, the LeanData Admin would be the user or users who are in charge of making decisions about your Matching, Routing, or Attribution settings. In some cases, it could be your SFDC Admin. 

 

Best Practices

LeanData Integration User - Because all of LeanData’s actions will get logged under this user, it’s best to create a unique Salesforce user specifically for this purpose. This way you will know what actions were performed by LeanData vs. other automation or user, which makes troubleshooting a lot easier.

Permission Sets - Assign LeanData Custom Objects Read-Write or LeanData Custom Objects Full Access permissions only to the users who will be involved in changing LeanData settings editing your routing flows. For other users, LeanData Custom Objects Read Only will be sufficient and will ensure that unauthorized users are not able to make changes.

Support Login Access - Occasionally you may need assistance from LeanData Support for some troubleshooting. In these cases, you can submit a ticket to LeanData Support. If your organization’s rules permit, it is always a great idea to also grant temporary support access to the support team to help investigate your issue.

 

Appendix

Troubleshooting Authorizing a LeanData Token

The following steps are also required to authorize the LeanData Token (API Access) and are helpful if the you are building permissions from a baseline profile. Please ensure the LeanData Custom Objects Full Access permission set is granted to this user.

1. Ensure the setting that restricts IP addresses is not activated. 

  • Navigate to Salesforce Setup > Security > Session Settings.
  • Under the Session Settings section, ensure the Lock Sessions to the IP address from which they originated setting is not enabled.

Screenshot 2023-11-15 at 3.04.36 PM.png

2. Enable Administrative Permissions for the authorizing User. 

  • Navigate to Salesforce Setup > Profile > Select Profile > Edit
  • Once you click Edit on the profile that needs access you will need to locate the Administrative permissions section and check API Enabled and Apex REST Services options

3. Authorize a Token

  • Directly log into Salesforce as the User and authorize the token following the steps above.

 

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