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Managing Users and Access

Access to aprity is controlled entirely in your Salesforce org. There are no separate aprity user accounts to create: people sign in to the web portal with their Salesforce login.

What a user needs​

For a user to read the documentation in the web portal, three things must be true:

  1. An aprity permission set is assigned directly to the user: aprity User for readers, aprity Admin for administrators. See Permission Sets Explained.
  2. The user's profile is allowed to use the aprity External Client App. Because the app is set to Admin approved users are pre-authorized, only the profiles you selected in its policies can sign in. See Managing the External Client App.
  3. Your plan includes the portal. All current plans do.

What the user can then do in the portal depends on your plan (for example, the AI assistants require Intelligence or a Trial) and on their role (reader or administrator).

Onboarding your team​

  1. Assign aprity User to the readers, and aprity Admin to one or two administrators.
  2. Check that their profiles are selected in the External Client App policies.
  3. Share the portal link. Any user can find it in the aprity app in Salesforce, on the Web portal page. The link always opens the latest published version.

Readers do not need to install anything. The portal opens in the browser, and the Salesforce login screen appears on first visit.

Small or large team

Keep aprity Admin to a small group: administrators can launch analyses and change connectors. Everyone else only needs aprity User.

Assigning in bulk​

  • Setup > Permission Sets > aprity User > Manage Assignments > Add Assignment, then select the users.
  • Data Loader: insert PermissionSetAssignment records with the user IDs (AssigneeId) and the ID of the aprity permission set (PermissionSetId).
  • Salesforce CLI:
sf org assign permset --name Aprity_User --on-behalf-of user@example.com

Remember that the web portal checks for a direct assignment: do not rely only on a Permission Set Group.

Revoking access​

  1. Open the user in Setup > Users > Users.
  2. In Permission Set Assignments, click Edit Assignments and remove the aprity permission set.
  3. Click Save.

The user can no longer sign in to the portal from their next sign-in.

Deactivating a user in Salesforce also stops them from signing in, because the portal uses Salesforce login.

To cut off all aprity access at once (including analyses and AI clients), disable the aprity External Client App. See Revoking access.

AI clients (Remote MCP)​

Users who connect ChatGPT, Claude, Cursor or GitHub Copilot to aprity sign in with the same Salesforce login and the same External Client App. The same rules apply: their profile must be allowed by the app policies. Administrators can revoke older access tokens from Connectors in the portal account menu. See Remote MCP Server.

Reviewing access​

For a periodic access review:

  1. Go to Setup > Permission Sets, open aprity Admin, then aprity User.
  2. Click Manage Assignments to list the users who hold each one.
  3. Check the profiles selected in the External Client App policies.

Salesforce's own Login History also records sign-ins through the aprity app.