Once the archive viewer connector has been deployed to your organization and connected to your archive, you must now grant all users who should be able to view archived records, permission to do so. This may include, for example, your Sales or Support teams.
As part of the Archive Viewer Connector metadata, there is the GearsetViewArchivedRecords permission set which contains all the necessary permissions needed to use the archive viewer to view archived records.
Specifically, this permission set means assigned users will have:
Access to the
GearsetArchiveViewerexternal credential which contains the API token that is used to authenticate a user when accessing the archive through the viewer.Access to the
GearsetArchiveViewerControllerApex class so the connector can send authenticated requests to the archive.
Granting users permission
To allow users to access archived records in Salesforce, you'll need to assign the GearsetViewArchivedRecords permission set.
Step 1: From Setup, search for Permission Sets using the Quick Find box.
Step 2: Assign users to GearsetViewArchivedRecords e.g., Sales or Support teams.
Once the permission set has been assigned to the correct users, you should now be able to view archived records using the archive viewer.
Manually adding the permission permissions
The archive viewer permission set simplifies the process of adding the necessary permissions to users who should be able to see archived records; however, sometimes you may wish to manually add these permissions, e.g., to a profile.
Specifically, users who should be able to view archived records need three permissions:
Access to the
Gearset Archive Viewer Principalthat is part of theGearsetArchiveViewerexternal credential. This permission comes under the 'External Credential Principal Access' section.
Access to view external credentials. This is given by first navigating to
Object settings.
Then clickUser External Credentials.
ThenEdit, grantReadpermission, and thenSave.Access to the
GearsetArchiveViewerControllerApex class. This is found under the 'Apex Class Access' category.
From there, clickEditand add theGearsetArchiveViewerControllerApex class, remembering to clickSaveat the end.
With these permissions added to a user, they should be able to view archived records.