Conquer Workspace Permissions

Overview

Conquer has launched new Permissions for administrators to manage user access more precisely in Workspace for both Conquer Voice and Cadence. This feature allows users to access only the necessary functionalities for their roles, ensuring security and flexibility for admins to adjust as needed.

Key Concepts & Definitions

• Default Permissions: If no Conquer Roles are assigned to a User Group within Workspace, then all users with DS Admin permissions in Salesforce will have full permissions to Workspace.
• Granular Permissions: Admins can assign broad or specific permissions in a hierarchical manner to meet users' needs.
• User Groups: These groups are established based on Salesforce roles and profiles. They play a crucial role in defining the assignment of Conquer Roles, which in turn dictate the Workspace Permissions that users receive. Utilizing Salesforce roles and profiles allows businesses to create a more organized workspace.
• Conquer Roles: These are special role-based permissions that help manage access specifically within Workspace. They don't affect Salesforce or any other Conquer features.

How to Use the Permissions System

1. Assigning Permissions

1. Go to the Permissions Page in Workspace.
2. Select or create a User Group (Salesforce profile or role).
3. Assign a Conquer Role from the options available.
   • Conquer Roles have hierarchical permission levels. Click once to expand for more permissions; double-click to select a role and its lower permissions.
4. Click Save to apply changes.
5. Refresh the page to see the new roles.

Note: During the initial setup, you must assign the Management Admin, Permissions Admin, or Permissions Editor role to a User Group before setting other permissions. Otherwise, you risk being locked out.

2. Viewing Permissions

• User Group Tab: Displays assigned permissions by Salesforce Roles and Profiles.
• Roles Tab: Shows Conquer roles and their permissions. Click on a Conquer role to view its assigned Salesforce user groups.

3. Editing or Removing Permissions

1. Choose the User Group or Conquer Role to edit.
2. Click Edit (pencil icon) to modify assignments.
3. To delete a role, click Delete (trash icon).
4. Refresh to verify changes.

4. Special User Permissions

Some permissions allow users to access only their assigned resources:

Denali Workspace

• Phone Numbers User: This permission gives access to just the user's assigned phone numbers.
• Extensions User: This allows users to view their specific extension settings.
• Extensions User Editor: This allows users to view their specific extension settings.  Users with this permission will be able to see all greetings in the organization within the greetings picklist.
• Recordings User: Access to View, Mark as Reviewed, and Add Comments to recordings that are assigned to that user.

Cadence Management

• Template Editor: This feature allows users to edit email templates but limits them from creating or deleting templates created by others.

5. Custom Salesforce Permission Set for Access to Workspace 

After you've set up Workplace Permissions, it's important for Administrators to grant access to users with the DS Denali User and/or Conquer Cadence User permission sets in Salesforce by creating a New Permission Set. This step is necessary for accessing Workspace. Until the appropriate permission for Workspace is provided, access will be limited.

Best Practices for Implementation

1. Use Clear Naming Conventions

• It's a good idea to clearly label User Groups to prevent any confusion, keeping in mind that they are linked to Salesforce Roles and Profiles.
• You might want to think about renaming Salesforce user groups for better clarity, such as "Field Sales Level 1."

2. Plan Ahead

• It's a good idea to assign permissions before giving users access to the Workspace to keep everything secure.
• Make sure to provide the right granular permissions for the tasks your users will be performing.
• ⚠️Reminder: if no permissions are set, all Salesforce users with the DS Admin Permission Set are Workspace users and will have full access.

3. Testing & Verification

• Ensure permissions are correctly applied by testing with a small group before fully deploying to a live environment.
• Admins should test workspace functionalities themselves after enabling permissions to prevent accidental restricted admin access.

4. Managing User Requests

• Setup a process to regularly review user feedback on permissions.
• Monitor permission changes to prevent unintended access escalations.

FAQs

Q: Does assigning permissions in Workspace automatically grant user access?
A: No. Admins must grant access via Salesforce Permission Sets to Workspace. Workspace Permissions will then determine their access level.

Q: What happens if I remove all permissions from all users?
A: If there are no permissions set, the system will allow full access for all users until you assign specific permissions.

Q: Can I restrict users to only their own resources?
A: Yes, you can do that. Just use the Phone Numbers User or Extensions User roles to make sure users only see what’s assigned to them.

Q: Will these permissions affect active Call Flows or Conqer Voice functionality?
A: No, these permissions are relevant only to Workspace access and won't affect the Conquer Voice Dialer or Cadence functionality.

Conclusion

The introduction of a new Workspace Permissions feature offers enhanced flexibility and security when it comes to managing access to the Workspace. This advancement allows administrators to granularly adjust permissions to better fit the specific needs of their organization. By doing so, they can ensure that users have the appropriate level of access while maintaining a smooth and efficient user experience. This capability not only strengthens security protocols but also promotes an environment where collaboration can thrive without unnecessary barriers.