Configuring Faculty Early Alerts Access

Update Existing Faculty Profiles

If you already have a Profile for Faculty Members, you must add the necessary permission set to the appropriate Users:

1. Navigate to Setup and search for Permission Sets.
2. Click on the Faculty Early Alerts (Faculty) Permission Set.
3. Select Manage Assignments.
4. Check the boxes next to each User who needs access as a Faculty Member.
5. Click Add Assignments.

Create a NEW Faculty Profile

If you are introducing a new License Type, you will need to create a new Profile for the Faculty Members that will be using Faculty Early Alerts:

1. Navigate to Setup and search for Profiles.
2. Click the New Profile button.
3. From the Existing Profile picklist, choose one of the options below based on your needs:

4. Enter a Profile Name, such as ‘Faculty User’.
5. Remove all permissions from the Profile.

Add access to the Faculty Early Alerts (Roster) tab

If you will be using the Tab in Salesforce option, you’ll also need to grant access to the Faculty Early Alerts (Roster) tab:
To provide access via Profiles:

1. Navigate to Setup and search for Profiles.
2. Click the Profile that needs access.
3. Click Object Settings.
4. Click the Faculty Alerts (Roster).
5. Click Edit.
6. Set the Tab Settings = Default On.  
7. Click Save.

To provide access via Permission Sets:

1. Navigate to Setup and search for Permission Sets.
2. Click the Faculty Early Alerts (Faculty) permission set.
3. Click Object Settings.
4. Click the Faculty Alerts (Roster).
5. Click Edit.
6. Check the boxes for Available and Visible.
7. Save your changes.

Add access to the Retention App (Optional)

This step is only needed if you want your Faculty members to have access to all of the tabs available in the Retention App.

1. Navigate to Setup and search for App Manager.
2. Select to Edit the Retention App.
3. Click the Visible checkbox next to your Faculty Profile in the Assign to Profiles section.
4. Save your changes.

Create a Public Group for your Faculty Members

1. Navigate to Setup and search for Public Groups.
2. Click New.
3. Enter a Label.
4. Enter a Group Name, such as Faculty Early Alerts.
5. In the Search picklist, select the option that identifies your Faculty Members.
6. In the Available Members section, Add the appropriate members.
7. Save your changes.

Create Sharing Rules

Using the table below, create Sharing Rules for each object. Replace the items in < > below with the information listed in the table:

1. Go to Setup and search for Sharing Settings.
2. In Manage sharing settings for, select <object>.
3. Under <object> Sharing Rules, select New.
   1. In the Step 1: Rule Name, enter Label = <Label>.  Rule Name will automatically populate with this value.
   2. In Step 2: Select your rule type, select the radio button option <Rule Type>.
   3. In Step 3: Select which records to be shared enter the <Records to be Shared>.
   4. In Step 4: Select the users to share with, select <Users to Share With>.
   5. In Step 5: Select the level of access for the users, select <Level of Access>.
4. Select Save.

   <Object>	Step 1: Rule Name <Label>	Step 2:  <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
   If Internal defaults are set to Private, you need to create the following sharing rules for Faculty users. Minimum requirement is Read Only.
   Sharing Rules for Academic Period and Configuration are required IF you have Internal defaults set to Private. You can view this by navigating to Setup and searching for Sharing Settings.
   Academic Period	Faculty Early Alerts	Based on Criteria	Created by ID starts with 005	<Select the PUBLIC group for Faculty>	Read Only
   Configuration	Faculty Early Alerts	Based on Criteria	Created by ID starts with 005	<Select the PUBLIC group for Faculty>	Read Only