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Configure GPTfy Permission Sets

GPTfy offers five key permission sets to manage user access based on roles and responsibilities within your Salesforce org.

  1. GPTfy Admin
  2. GPTfy User
  3. GPTfy Portal User
  4. GPTfy Reporting User
  5. GPTfy Voice User

Grant the right level of access for every type of user

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1. GPTfy Admin — Full Configuration Access​

Purpose:
For users responsible for configuring and managing the GPTfy application.

Grants access to:

  • Setup Wizard and Cockpit
  • AI Models and Prompt Builder
  • Data Context Mapping and Security Layers
  • GPTfy Console and Mass Processing features
  • Security Audit logs and Exception tracking
  • AI Settings (Licenses, Preferences, Retention, Voice Config)

How to assign:

  1. Go to Setup → Quick Find → Permission Sets
  2. Select GPTfy Admin
  3. Click Manage Assignments → Add Assignments
  4. Choose users and click Next → Assign → Done

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2. GPTfy User — Run Prompts and Interact with Console​

Purpose:
For end-users who will use GPTfy features directly on records, such as Sales, Service, or Marketing team members.

Grants access to:

  • GPTfy Console on supported objects
  • Ability to run prompts and see AI responses
  • Feedback submission and task/event creation from responses
  • View non-sensitive information (no access to security audits)

How to assign:

  1. Go to Setup → Quick Find → Permission Sets
  2. Select GPTfy User
  3. Click Manage Assignments → Add Assignments
  4. Select users and proceed through Next → Assign → Done

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3. GPTfy Portal User — Limited Access for Community/Portal Users​

Purpose:
For users accessing GPTfy features via Experience Cloud portals or external-facing interfaces.

Grants access to:

  • GPTfy Console (limited to allowed objects and prompts)
  • Run prompts with controlled visibility
  • View only AI responses permitted for portal profile

Note: Useful for partners, customers, or community users with restricted access.

How to assign:

  1. Go to Setup → Quick Find → Permission Sets
  2. Select GPTfy Portal User
  3. Click Manage Assignments → Add Assignments
  4. Assign to users mapped to portal/community profiles

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4. GPTfy Reporting — Dashboard-Only Access​

Purpose:
For users who need read-only access to GPTfy dashboards without prompt execution or editing rights.

Grants Access To:

  • GPTfy Dashboards
  • ROI, AI Insight, and Quality dashboards
  • No access to prompts, settings, or sensitive data

How to Assign:

  1. Go to Setup → Quick Find → Permission Sets
  2. Search for GPTfy Reporting and open it
  3. Click Manage Assignments → Add Assignments
  4. Choose users → Next → Assign → Done

Additional Step – Share Dashboard Access:​

  1. In Salesforce, go to the App Launcher and search for Reports
  2. Navigate to All Folders → search GPTfy Home Page Reports
  3. Click the dropdown → Share → Add users and permissions

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5. GPTfy Voice — Voice Console Access Only​

Purpose:
For users who need access solely to voice recording and transcription features.

Grants access to:

  • Voice Recorder component on record pages
  • Submit voice notes and receive transcript responses

Does NOT include:

  • GPTfy Console or prompt execution
  • Audit log, cockpit, or setup access

Prerequisite:
User's profile must be listed in the Voice Configuration Details tab under AI Settings.

How to assign:

  1. Go to Setup → Quick Find → Permission Sets
  2. Select GPTfy Voice
  3. Click Manage Assignments → Add Assignments
  4. Select users → Next → Assign → Done

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Best Practice Combinations​

User TypeRecommended Permission SetsNotes
AdminGPTfy Admin + GPTfy User + GPTfy VoiceFull access including configuration and voice
Internal (Sales/Service)GPTfy UserRun prompts on records
External/PortalGPTfy Portal UserControlled, prompt-level access
Voice-only UserGPTfy VoiceCan only use voice features
Reporting UserGPTfy ReportingDashboard view only
Mixed Role (Voice + Reporting)GPTfy Voice + GPTfy ReportingVoice feature plus reports