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Salesforce recommends keeping profiles minimal and granting access through permission sets and permission set groups. FieldKo is built for this model: it decides who is a rep or a manager from permission set assignments, and it recognizes its permission sets inside permission set groups. This page explains how FieldKo reads your assignments, and how to bundle FieldKo’s permission sets with your own in a group.

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User Permissions Needed

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How Salesforce Grants Access

  • Profiles set each user’s defaults, such as page layout assignments, login hours, and login IP ranges. Keep them minimal.
  • Permission sets grant object, field, tab, and app access on top of the profile. A user can have many.
  • Permission set groups bundle permission sets so you assign one group per type of user.
  • Muting permission sets remove specific permissions from a group without changing the permission sets inside it.
For details, see Permission Sets and Permission Set Groups in Salesforce Help.

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How FieldKo Decides Who Is a Rep or Manager

FieldKo doesn’t look at profiles or roles to decide what someone is. It checks whether the user is assigned one of these permission sets, directly or through a permission set group that contains it: FieldKo runs this check in these places:
  • App login and every sync. A user with none of these permission sets can’t sync and sees “Insufficient Privilege: User does not have access to FieldKo”.
  • Rep lists on FieldKo’s Salesforce pages, such as Visit Calendar, Visit Planner, and Call Planning. Only users with a rep permission set appear, and only users with a manager permission set can choose reps other than themselves.
  • The Objectives and Call Planning tabs, which open the manager view for managers and the rep view for reps.
  • The CallCycleBatchscheduler job, which creates call cycles only for reps.
The FieldKo Native Permission Set grants access to the app’s services, sync logs, and FieldKo Native objects, but it doesn’t count as a rep or manager permission set. Always pair it with one of the permission sets in the table.
Muting doesn’t change how FieldKo classifies a user. If a group contains the FieldKo Representative Permission Set, FieldKo treats its members as reps even if you mute some of that permission set’s permissions.

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Create a Permission Set Group for Reps

Create one group that holds everything a rep needs, so adding a rep is a single assignment:
  1. From Setup, in the Quick Find box, enter Permission Set Groups, and then select Permission Set Groups.
  2. Click New Permission Set Group.
  3. Enter a Label, such as FieldKo Field Rep, and a description.
  4. Click Save.
  5. Click Permission Sets in Group, and then click Add Permission Sets.
  6. Select FieldKo Representative Permission Set and FieldKo Native Permission Set.
  7. Click Add.
  8. Wait until the group’s Status shows Updated. Salesforce recalculates the group’s permissions after each change.
Create a FieldKo Manager group the same way, with the FieldKo Manager Permission Set and FieldKo Native Permission Set.

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Optional: Mute Permissions for a Variant

Use a muting permission set to create a variant of a group, such as merchandisers who don’t place orders. Create a separate group, such as FieldKo Merchandiser, with the same permission sets as the rep group, and then mute what that variant shouldn’t do:
  1. Open the group, and then click Muting Permission Set in Group.
  2. Create the muting permission set, and then open it.
  3. Click Object Settings, and then click the object, such as FieldKo Orders.
  4. Click Edit, select the permissions to mute, such as Create, and then save your changes.
Also hide the matching action in the app. For example, turn off Display Place Order in Visit Actions Configuration for the merchandisers’ profile. See Visit Actions.
If you mute a permission that the app needs, reps’ records fail to upload with messages such as “Insufficient privileges, you do not have create access”. Before you mute permissions on visits, tasks, survey answers, or attendance, test the group in a sandbox with a rep who completes a full visit and syncs.

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Assign the Group

To assign the group to users:
  1. Open the permission set group, and then click Manage Assignments.
  2. Click Add Assignment.
  3. Select the users, and then click Next.
  4. Optional: Set an expiration date.
  5. Click Assign.
You can also assign a group from a user’s record, in the Permission Set Group Assignments related list. To confirm that FieldKo recognizes a new rep, ask them to log in to the app and sync. For the full checklist, see Add a New Rep.

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Add Access for Your Own Objects and Fields

You can’t change the permission sets that come with FieldKo, and they don’t include anything you add to your org. When you add your own objects or fields, grant access in your own permission set:
  1. Create a permission set, such as FieldKo Custom Access - Reps.
  2. Grant object access to your own objects that reps use.
  3. Grant field-level access to the custom fields you add to FieldKo objects, such as a new field on Visit or Task Survey Answer.
  4. Add the permission set to the rep group, and create a matching one for managers.
  5. Run the Metadata Collector, and ask reps to run Reset Sync. See Run the Metadata Collector.
The app leaves out every field a rep can’t read, and silently skips fields a rep can’t edit when it uploads changes. If a new field doesn’t appear in the app, or a rep’s edit doesn’t reach Salesforce, check field-level security first. See Add Fields and Picklists to the Mobile App.

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See Also

Last modified on October 20, 2026