How to Add or invite to user into Amigo org - Platinum-PMO-LLC/amigo-wiki GitHub Wiki

👤 How to Add or Invite Users to AMIGO

Step-by-step guide for adding and configuring users in the AMIGO platform

📋 Prerequisites

Before adding users, ensure you have:

  • System Administrator access in Salesforce
  • Available Salesforce licenses
  • Knowledge of the user's role and organization assignment
  • User's email address for account setup

🎯 Overview

Adding users to AMIGO involves three main steps:

  1. Create the Salesforce User - Set up the user account
  2. Assign AMIGO Permissions - Grant access to AMIGO features
  3. Configure AMIGO Settings - Assign to organization and roles

📝 Method 1: Adding Users via Salesforce Setup

Step 1: Access User Management

  1. Click the gear icon ⚙️ in the top-right corner
  2. Select Setup
  3. In the Quick Find box, type Users
  4. Click Users under Administration

Step 2: Create New User

  1. Click New User button
  2. Fill in required fields:
Field Description
First Name User's first name
Last Name User's last name
Alias Short name (auto-generated)
Email User's email address
Username Unique username (email format)
Nickname Display name
Role Salesforce role in hierarchy
User License Select appropriate license
Profile Select AMIGO user profile
  1. Check Generate new password and notify user immediately
  2. Click Save

Step 3: Assign Permission Sets

  1. Navigate to the new user's record
  2. Scroll to Permission Set Assignments
  3. Click Edit Assignments
  4. Add AMIGO permission sets:
    • AMIGO User
    • AMIGO Read/Write (or Read Only)
    • Additional feature-specific permissions as needed
  5. Click Save

📧 Method 2: Inviting Users via Email

For Experience Cloud Users

  1. Navigate to Setup > Digital Experiences > All Sites
  2. Select your AMIGO community site
  3. Click Workspaces > Administration
  4. Go to Members
  5. Click Add Members
  6. Enter email addresses
  7. Select profile and permission sets
  8. Click Add

Users will receive an email invitation to set up their password.

📊 Method 3: Bulk User Import

Prepare the CSV File

Create a CSV file with the following columns:

FirstName,LastName,Email,Username,Alias,ProfileId,RoleId
John,Smith,[email protected],[email protected],jsmith,PROFILE_ID,ROLE_ID
Jane,Doe,[email protected],[email protected],jdoe,PROFILE_ID,ROLE_ID

Import Users

  1. Navigate to Setup > Data > Data Import Wizard
  2. Select Standard Objects > Users
  3. Upload your CSV file
  4. Map fields
  5. Start import

⚠️ Note: Bulk imports require post-processing to assign permission sets.

⚙️ Configuring AMIGO-Specific Settings

Assign to Organization

After creating the user:

  1. Navigate to the Organization record in AMIGO
  2. Go to the Users related list
  3. Click New
  4. Select the user
  5. Set the user's role within the organization
  6. Save

Assign to Programs/Projects

  1. Navigate to the relevant Program or Project
  2. Access the RACI Chart related list
  3. Add the user with appropriate RACI designation:
    • R - Responsible
    • A - Accountable
    • C - Consulted
    • I - Informed

Configure Job Roles and Security

  1. Navigate to Job Roles
  2. Assign the user to appropriate job role(s)
  3. Review associated Security Profiles
  4. Verify transaction access

🔐 User Roles and Permissions

Standard AMIGO Profiles

Profile Access Level Use Case
AMIGO Administrator Full access Platform configuration
AMIGO Program Manager Read/Write programs Program oversight
AMIGO Project Manager Read/Write projects Project execution
AMIGO Team Member Read/Write work packages Daily work
AMIGO Read Only View only Stakeholder visibility

Permission Set Assignments

Permission Set Features Enabled
AMIGO Core Basic AMIGO access
AMIGO Governance RAID management
AMIGO Testing Test library access
AMIGO Time Entry Time tracking
AMIGO Reports Custom report creation

✅ Best Practices

Naming Conventions

  • Use consistent username format: [email protected]
  • Use meaningful aliases for quick identification

Security Considerations

  • Assign minimum necessary permissions (principle of least privilege)
  • Review user access quarterly
  • Deactivate users promptly when they leave
  • Use permission sets instead of modifying profiles

License Management

  • Track license utilization in Setup > Company Information
  • Plan for license needs before adding users
  • Consider read-only licenses for stakeholders who only need visibility

🔧 Troubleshooting

User Can't Log In

  1. Verify the username is correct
  2. Check if user is active (not frozen or deactivated)
  3. Reset password if needed
  4. Verify license is assigned

User Can't See AMIGO

  1. Check profile assignment
  2. Verify AMIGO permission sets are assigned
  3. Confirm app is visible in App Launcher settings

User Can't See Records

  1. Check organization assignment in AMIGO
  2. Review sharing settings
  3. Verify RACI assignments for specific records
  4. Check field-level security

📚 Related Resources

Salesforce Resources

For additional help, contact your Salesforce Administrator or Platinum PMO support.