You can provision selected or all users from your Salesforce Org to Elements workspace and also set-up auto-login flows between the two systems.
This ensures seamless workflow between the two applications, ensuring that when users log in to one of the systems, they can easily access the other.
Prerequisites
Before you attempt steps outlined in this guide, ensure you have completed all steps in the Connect and Sync a Salesforce Org manual.
Considerations
The steps outlined in this manual should be applied in the connected Salesforce Production Org.
You should consider setting up auto-login flows when:
You want your admin team to have Elements insights within Salesforce setup via our browser extension
You want your end users to have access to Elements help content (diagrams, links, metadata documentation) within Salesforce UI
Provision users
You can provision users from Salesforce using either their email address or federation ID.
Provisioning results in two outcomes:
A user account is created automatically in Elements based on the account in Salesforce
User can log in to the Elements application using their Salesforce account (Single Sign-On)
Provision users using email address (default)
Provision users using email address (default)
In Salesforce, go to your list of Salesforce Apps and choose "Elements".
Open the "Elements Settings" tab in the managed package.
Open the "Connect users (SSO)" sub-tab
You should see the following screen:
From the selected list, you can select the individual users that should have access to Elements:
Use the checkbox to select the users
Click "Connect users" to provision them to Elements App
The system will create a new Elements user account based on the Salesforce user email. If that email already exists in the system, we will simply connect to that account.
Provision users using Federation ID
Provision users using Federation ID
In Salesforce, go to your list of Salesforce Apps and choose "Elements".
Open the "Elements Settings" tab in the managed package.
Open the "Connect users (SSO)" sub-tab
Click on the Login Option and select ‘Federation ID’ from the dropdown.
The default Login Option is Email and you can switch the login option to Federation ID to connect users using the Federation ID.
Once the Login Option is switched to Federation ID, a custom field appears where you can add a custom domain for the Federation ID and ‘Save’. From the screenshot below, the Federation Email column is updated with the added custom domain.
Troubleshooting
Sometimes, user provisioning can run into issues. If you notice an "infinite" spinner next to a user record, it means the connection process is taking longer than expected.
To prevent long-running errors, we’ve set a 15-minute time limit for the provisioning process. If the user isn’t connected within that time, the process will stop — and you’ll need to try again.
If you're still having issues, then let us know. You can reach out via the blue chat icon in the bottom left corner of the Elements application, or email us at support@elements.cloud. Please include as much detail as possible about the failed provisioning so we can assist you faster.
Auto-provision new users
At the bottom of the "Connect Users (SSO)" tab, there is an “Assign new Salesforce user to Elements” checkbox.
If turned on, it will reveal a new section called Provisioning Settings.
Select the Profiles of users whom you want to automatically provision to Elements when they are created or assigned to that profile.
Assign newly activated users to Elements
Users whose status in their Org changes from inactive to active can also be provisioned to Elements automatically. To enable this, select the 'Assign newly activated users to Elements' checkbox under Users Settings and click save.
Un-provision users
In order to take away someone's access from the Elements App:
Go to the same screen as explained in the Provision section
Find the users you wish to unprovision and uncheck the checkbox against their account
Click "Disconnect users" to commit the operation
Un-provisioning results in one outcome:
User cannot longer log in to Elements application using their Salesforce account (Single Sign-On)
However, it is important to understand that their elements account continues to exist - it is just that they will have no way of accessing it.
Set auto-login flow between Salesforce and Elements
You can ensure that whenever user logs in to Salesforce, they are automatically logged in to Elements. That will significantly speed up adoption of Elements admin insights and end user help within Salesforce.
Create a VisualForce Page
In Salesforce, go to the Elements app, selects the Elements Settings tab and the Elements Login Flow sub tab.
Create a new VF Page.
Give it a name and check the "Available for Lightning Experience... " check box
Delete the code that is in the empty VF Page and paste in this code below :
<apex:page controller="Q9.ElementsGenericExtensionController" action="{!setElementsLoginTokenToCookie}"></apex:page>Save the VF Page.
From the list of VF Pages, set up Security for each Profile.
Create a Login Flow for each Profile, referencing the VF Page
For each Profile:
Create a new Login Flow
Select the VisualForce Page you have just created.
Select the user license and Profile to apply this Login Flow to