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Configure GPTfy Permission Sets

GPTfy offers four key permission sets to manage user access based on roles and responsibilities within your Salesforce org. Assigning the correct permission ensures a secure, tailored user experience:

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

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 (NEW in v1.10)​

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
    (Image to be added in BetterDocs)

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Best Practice​

  • Admins: Assign both GPTfy Admin and GPTfy User for full functionality and testing.
  • Internal Users: Assign only GPTfy User.
  • External Users: Assign GPTfy Portal User with prompt-level visibility controls.
  • Read-only Viewers: Assign GPTfy Reporting and share dashboards via folders.