Apsona: a Salesforce Admin’s BFF

I hajerrymaguired the honor of presenting at the Bay Area Salesforce Nonprofit User Group this week on Apsona, one of my absolute favorite Salesforce productivity apps. For the uninitiated, Apsona is a browser-based data uploader tool for Salesforce, but really it’s so much more than that. Others have written many a love poem to Apsona (here, here, and here for just a small sampling!) so I won’t do a big overview. Those of you who already use Apsona know that it can do some amazing stuff.

Did you know that you can access a lot of obscure Salesforce objects through Apsona, like Chatter Group memberships, Public Group memberships, and Permission Set assignments? Let’s talk about Chatter first.

Bulk Adding Chatter Group Members

In order to users to Chatter groups, you navigate to your group, click Add/Remove members, find the user, click Add. Easy enough. Unless you’re adding more than, say, 10 users, and then it gets pretty annoying. To add users through Apsona:

You’ll need two excel columns: one for your user ID (or user’s full name, assuming it’s unique), and one for your group ID (or your group name, assuming it’s unique). You can find your group ID by going to your group and copying the 15 digit ID right at the end of the url.

bulk add chatter group membersNext, you’ll need to add the Group Member object in Apsona. In Apsona, navigate to Settings >> Configurations, and open up the System Administrator settings to edit. Note: there are currently two objects called Group Member. One is for Chatter group members and the other is for Public group members. Add them both because it’s impossible to differentiate between them from here! Add them to your visible objects, and then to your menu bar. Click Save, and then Settings >> Clear cache so you can actually see the objects.

Click on the first ‘Group Member’ tab – if you see Collaboration: [name of Chatter group], you’re in right object! Proceed with your import and upload. Your upload is actually creating new records, so tell the system to reject duplicates. Select ‘Create new’ for match fields, and select Collaboration Group and Member. Essentially, you are telling the system not to add the user to the group if that user is already IN the group.

match fields

Click next, and complete your upload. That’s it!

Bulk Adding and Reporting on Public Group Membership

The process for adding users to public groups is essentially the same as Chatter groups, except you are looking for the other ‘Group Member’ object. You need two columns like above, one for the user and one for the group. Proceed as above.

One other nice Apsona feature with Public Groups is that it is currently not possible to report on Public Group membership in a Salesforce report. But you can do so in Apsona, using filters and the export function within your object tab. From here, you can get a basic report of your public group memberships.

Bulk Assigning and Reporting on Permission Set Assignments

permission set assignmentsSure, you could download a special app to help you deal with your permission sets, but why not use an existing tool for this? Add the Permission Set Assignment object to your menu following the same steps as above – Permission Set Assignment is the object connecting Users to Permission Sets. Again, two columns, one for your user and one for your permission set. And similar to Public Groups, you can also use Apsona to filter on and export out your permission set assignments!

Got any other cool stuff you’re doing with Apsona? Please share in the comments!

Now we’re…

managing data like a boss

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