Managing Users and Access

As an aprity administrator, you control who can access the aprity application and what they can do within it. Access is managed through Salesforce permission sets, profile settings, and the aprity plan's feature entitlements.

Access Model

aprity's access model has three dimensions:

1. Permission sets -- Determine whether a user has admin or read-only access.
2. Plan entitlements -- Determine which features and tabs are available org-wide.
3. Profile and app visibility -- Determine whether the user can see the aprity app in the App Launcher.

Assigning Permission Sets to Multiple Users

For team rollouts, you will typically need to assign permission sets to many users at once.

Using Salesforce Setup

1. Go to Setup > Permission Sets.
2. Click on Aprity_Admin or Aprity_User.
3. Click Manage Assignments.
4. Click Add Assignments.
5. Use the search and filter options to find users.
6. Select all target users and click Assign.

Using Data Loader

For large organizations with hundreds of users:

1. Prepare a CSV file with two columns: AssigneeId (the user's Salesforce ID) and PermissionSetId (the ID of the Aprity_Admin or Aprity_User permission set).
2. Use Data Loader to insert records into the PermissionSetAssignment object.

Using Salesforce CLI

sf org assign permset --name Aprity_User --on-behalf-of user@example.com

Role-Based Tab Visibility

The tabs visible to each user depend on their permission set:

Tab	Aprity_Admin	Aprity_User
Scans	Yes	Yes
Doc Browser	Yes	Yes
Feedback	Yes	Yes
On-Demand Docs	Yes	Yes
Generate	Yes	No
Schedule	Yes	No
Connectors	Yes	No
Settings	Yes	No

note

Some tabs are additionally gated by your plan. For example, the Schedule tab requires Professional or Enterprise, and the Execution Graph requires Enterprise. Even an Admin user will not see these tabs if the plan does not include them.

Admin-Only Features

The following actions require the Aprity_Admin permission set:

Generate (Launch Scans)

Only admins can initiate new documentation scans. This includes:

• Selecting target objects and metadata types.
• Choosing the output format and language.
• Configuring analysis options (Global Analysis, Business Rule Changelog).

Retry Failed Scans

When a scan fails or completes with errors, only admins can trigger a retry. The retry reprocesses failed work items without restarting the entire scan.

Schedule Configuration

Admins can configure recurring scan schedules:

• Set the scan interval (daily, weekly, bi-weekly, monthly).
• Define the objects and configuration for scheduled runs.
• Enable or disable scheduled scans.

Connector Management

Admins can configure third-party integrations such as Confluence publishing:

• Add or remove connector configurations.
• Test connector connectivity.
• Map documentation outputs to external systems.

Recommended Access Patterns

Small team (1-5 users)

Assign Aprity_Admin to 1-2 Salesforce administrators and Aprity_User to the rest of the team.

Medium team (5-20 users)

• 1-2 administrators with Aprity_Admin
• Business analysts and developers with Aprity_User
• Consider using a Permission Set Group to bundle Aprity_User with other related permission sets.

Large organization (20+ users)

• Create a Permission Set Group that includes Aprity_User alongside your org's standard user permissions.
• Assign Aprity_Admin to a small group of documentation leads.
• Use Data Loader or CLI for bulk assignment.

Revoking Access

To remove a user's access to aprity:

1. Go to Setup > Users > Users.
2. Click on the user's name.
3. In the Permission Set Assignments related list, click Edit Assignments.
4. Move the aprity permission set from Enabled back to Available.
5. Click Save.

The user will no longer see aprity tabs after their next page refresh or login.

Auditing Access

To see which users have aprity permission sets:

1. Go to Setup > Permission Sets.
2. Click on Aprity_Admin or Aprity_User.
3. Click Manage Assignments to see the full list of assigned users.

This is useful for periodic access reviews and compliance audits.