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Set Up Your Org for Delegated Access

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Set Up Your Org for Delegated Access

Set up Delegated Access Management, assign permissions, configure student-proxy relationships and record sharing, and add the My Proxies component to case and contact record pages.

Required Editions

Required Editions
Available in: Lightning Experience
Available in: Enterprise, Performance, Unlimited, and Developer Editions with Education Cloud
User Permissions Needed
To set up your org for delegated access management:

Education Cloud Full Access permission set

AND

View Setup and Configuration

AND

Manage Delegated Access and Related Objects permission set

Before you set up your org for delegated access:

  • Enable Student Success. See Set Up the Student Success App.

  • By default, students can't access records that they don't own but were created for them. These records may not be shareable using sharing rules. To give students access to these records, change the record owner to the student’s person ID. See Sharing and Record Access Features.

Note
Note Follow a similar pattern for any data that’s not shareable using sharing rules.
Tip
Tip Check out this feature in Salesforce Go! Find a guided setup experience, explore more content, discover related features, and monitor feature usage. See Discover and Set Up Features With Salesforce Go.
  • Configure Delegated Access Automation
    Automate the access delegation lifecycle with record-triggered flows and scheduled flows. The flows create delegated users and contact-contact relationships from access requests, keep request records in sync when proxy users sign up or are deactivated, and identify access delegation requests that require updates.

Set Up Your Org

To manage delegated access, set up your org.

  1. From the gear icon, select Salesforce Go, and then search for Delegated Access Management on the Salesforce Go Home page.
  2. Turn on Delegated Access Management.
  3. To assign permission sets or permission set groups to users for delegated access within Salesforce Go, find Manage User Access for Staff and Students, and then click Manage.
    permission set Users
    Manage Delegated Access and Related Objects Advisors and portal users
    View Delegated Access and Related Objects Proxy users
  4. To define access boundaries and allow users to delegate access to specific information to trusted proxies, set up these features within Salesforce Go.
    • Student success basics
    • Delegate access data sets
    • Delegate access definition permission sets
    • Data access definitions
    • Proxy management on the learner portal
    • Record sharing
    • Access delegation flows
    • Field history tracking for access delegation request status

Turn On Group Membership

To create contact-contact relationships when a student adds a proxy, turn on Group Membership.

  1. From Setup, in the Quick Find box, enter Group Membership, and then select Group Membership Settings.
  2. Turn on Create and manage households and groups.

Create Party Role Relationships

To identify the relationship between the student and the proxy, create party role relationships.

  1. From the App Launcher, find and select Party Role Relationships.
  2. Click New.
  3. Enter the role name. For example, enter Guardian.
  4. Enter the related role name. For example, enter Child.
  5. For Relationship Object Name, select Contact Contact Relationship.
  6. Save your changes, and repeat to create party role relationships for other proxies.

Configure Object Access

Enable access to required objects.

  1. From Setup, in the Quick Find box, enter Sharing Settings, and then select Sharing Settings.
  2. Under Default Sharing Settings, click Edit.
  3. Modify access for objects as shown:
    Object Default Internal Access Default External Access
    Party Role Relationship Public Read Only Public Read Only
  4. Save your changes.

Create a Sharing Set For Students

For students who submit their own requests, create a sharing set.

  1. From Setup, in the Quick Find box, enter Digital Experiences, and then select Settings.
  2. Do one of these actions:
    • To create a sharing setting, under Sharing Sets, click New and then enter a label.
    • To update an existing sharing set, click Edit for the sharing set.
  3. Under Select Profiles, add your student profile to Selected Profiles.
  4. Select the Access Delegation Request object.
  5. In the Configure Access section, click Set Up.
  6. Select these fields:
    • User:Contact
    • Access Delegation Request:AccessDelegatedBy.Contact
    • Access Level: Read Only
  7. Click Update.
  8. Save your changes.
  9. Select the Contact Contact Relationship object.
  10. In the Configure Access section, click Set Up.
  11. Select these fields:
    • User:Contact
    • Contact Contact Relationship: Contact
    • Access Level: Read Only
  12. Click Update.
  13. Save your changes.

Configure Case or Contact Record Page

For advisors to see all relevant information on the case or contact record, configure the case or contact record page.

  1. From the App Launcher, find and select Cases.
  2. Click any case to view its record page.
  3. Click Setup, and then select Edit Page.
  4. In Lightning App Builder, drag the My Proxies component onto the page.
  5. Customize the component to your requirements.
  6. Save your changes and activate the page.
  7. Repeat these steps for a contact record.
 
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