Help and Support Documentation

Follow the steps below to easily assign or modify licenses for multiple users in your Apsona instance. This process will help you quickly manage licenses for Document and Mail Merge, Charts and Dashboard, Button Merge Only, and View Only.

Ensure Users Have AFS Licenses #

Before you begin, make sure that all the users you want to assign licenses to have the AFS (Apsona for Salesforce) licenses.

To assign “Apsona for Salesforce” licenses in Salesforce go to:

Salesforce > Setup > Installed Packages > Apsona for Salesforce > Manage Users

Assign Apsona for Salesforce licenses in bulk through Apsona:

1. Download the template here. Add the users you want to assign the licenses and save the file
2. Go to Apsona > User Package License Tab > Tools > Import
3. Upload the CSV

Assign MSR Licenses (if needed) #

If you need to assign Button Merge with MSR or View Only with MSR licenses, ensure that those users have access to the MSR licenses, please follow these steps to assign MSR licenses:

To assign “Multi-Step Reporting” licenses in Salesforce go to:

Salesforce > Setup > Installed Packages > Multi Step Report > Manage Users

Assign “Multi-Step Reporting” licenses in bulk through Apsona:

1. Download the template here. Add the users you want to assign the licenses and save the file
2. Go to Apsona > User Package License Tab > Tools > Import
3. Upload the CSV and import the records 

Prepare the CSV File for Bulk Assignment #

Once you’ve ensured that users have the necessary licenses, it’s time to prepare your CSV file for bulk license assignment. Make sure the CSV file includes the following columns as per your requirement. You can download the sample template here:

• User Name

• Access Level

• Charts

• Doc Gen

Here’s an explanation of all the column headers:

Here’s an example of how the CSV should be structured:

You are flexible in choosing the fields that you would want to import. However, we suggest that if you want to assign:

•  Button Merge-only license: Enable Access Type= btn, Document Merge =TRUE. Additionally, ensure that the user has Multi Step Report access if you want Button Merge with MSR add-on
• View only Licenses: Ensure Access Type: vo, Additionally, ensure that the user has Multi Step Report access if you want View only with MSR add-on
• If you want the user to have full Apsona access then assign the access level to std.

If you have a large set of users to whom you would like to assign the licenses, you can export all the usernames through the user package license in Apsona. Please refer to the following video to check out how this can be done: where to collect user name.webm

Upload the CSV #

• Go to the Apsona App > Settings > Manage Licenses > Assigned Users
• Click on Bulk Assign

• Upload the prepared CSV and click on “Next”

• After uploading, you’ll see a preview of the parsed data. Review the data and map the fields correctly. Then click “Next” to proceed.

• If any errors are detected, refer to the Error Guide for troubleshooting. Correct the issues and click Next again. Please note that inline editing is not available currently, hence if issues, arise, please start the process again. We recommend ensuring that the CSV is structured to avoid errors. 
• Once the errors are resolved, click on “Import”. If you get a message saying “Success”, it means you have successfully imported all the records. 

• Once updated, please validate the assigned licenses on our Managed Licenses page. Please clear the cache and ask users to clear the cache for the changes to get in effect. 

 FAQs #

What columns are mandatory in the CSV for Bulk License Upload? #

The Username column is mandatory, along with at least one of the following:

• Access Level
• Charts
• Doc Gen

What are the accepted values for the AFS Access Type field? #

The AFS Access Type must be one of the following options:

• vo (View Only): Limited access to run reports (SSR and MSR) with dashboard visibility if Charts and Dashboards licenses are available.
• btn (Button Merge Only): Provides access to merge functionalities in Salesforce record pages but restricts access to the Apsona app.
• std (Standard Access): Full access to the Apsona app.

Can I assign Button Merge without enabling Doc Gen? #

To ensure Button Merge works as expected, the Doc Gen field must be set to TRUE.

What should I keep in mind for Button only and View Only with MSR? #

Ensure MSR is enabled for all users who are being assigned either Button Merge with MSR or View Only with MSR licenses. To MSR licenses to users go to:  Salesforce > Setup > Installed Packages > Multi Step Report > Manage Users

What happens if duplicate usernames are included in the CSV? #

Duplicate usernames will result in an error during the upload. Each username must be unique in the CSV.

Can I use custom headers in the CSV? #

Yes. Custom headers can be used, but you must map them correctly to the corresponding fields during the upload process.

What should I do if my CSV upload fails? #

Check the following:

• Ensure all mandatory fields are present and properly filled.
• Verify that there are no duplicate usernames.
• Confirm that the values match the accepted format.
• Review the error messages for specific issues and correct them accordingly.

What is the purpose of the Bulk Assign feature? #

The Bulk Assign feature streamlines the process of assigning or updating licenses for multiple users by allowing you to upload a CSV file. This saves time and reduces manual effort while ensuring accuracy in license management.