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Permissions and Licensing

Everything a user needs before a FirmWorks Files component will work for them: a package license, a permission set or permission set group, and for some features a license option that FirmWorks enables.

• Assigning licenses
• Permission set groups
• Permission sets
• Custom permissions
• License-controlled features
• Experience Cloud users
• Record types on Content Version

Assigning licenses

Every user who opens a FirmWorks Files component needs a package license.

Setup > Installed Packages > FirmWorks Files > Manage Licenses > Add Users

The FirmWorks Files Home tab lists these steps with shortcuts for users who hold the Configurator permission.

Permission set groups

The quickest way to grant access is a permission set group. Each group bundles the permission sets a role needs.

Group	Contains	Give it to
FirmWorks Files Admin	FirmWorks Files, FirmWorks Files Configurator, FirmWorks Files Reporting, FirmWorks Notes User, FirmWorks File Events	Administrators who create configurations and reports
FirmWorks Files User	FirmWorks Files, FirmWorks Notes User, FirmWorks File Events	Everyday users who search, tag, upload and share files
FirmWorks Files Reporter	FirmWorks Files, FirmWorks Files Reporting, FirmWorks Notes User, FirmWorks File Events	Users who build and schedule File Reports
FirmWorks_Files_ExperienceUser	FirmWorks Files - Experience User, FirmWorks File Events	Experience Cloud (external) users

To assign a group: Setup > Users > Permission Set Groups > (group) > Manage Assignments > Add Assignments.

Permission sets

Use individual permission sets when a group grants more than you want.

Permission set	Label in Setup	Grants
FileViewer	FirmWorks Files	The FirmWorks Files app, the FirmWorks Files Home and File Search tabs, all viewer, tagging, upload, sharing and download classes, the Browser Viewer and Batch File Support pages, and read access to the FirmWorks Files Configuration, Report Configuration and Content Record Type Mapping metadata types.
FileViewer_Configurator	FirmWorks Files Configurator	The FirmWorks Files Configurator tab, configuration deployment classes, and the Record Type utility page.
FileViewer_Reporting	FirmWorks Files Reporting	The File Report tab, report building, scheduling and batch classes, and create access to the File Report Event.
FileViewer_Experience	FirmWorks Files - Experience User	The classes and pages an external user needs for FileViewer, File Tagger Button For Upload, Record’s Content Viewer, File Report Runner For Records, File Report Results, Enhanced Upload and the Browser Viewer. Does not grant the app or the Configurator.
NoteViewer	FirmWorks Notes User	The Note Manager tab, the Notes classes, and read access to the FirmWorks Notes Event.
EV_FileEvents	FirmWorks File Events	The Content Apex Trigger Setting metadata type, the three file platform events, and the two deleted-document invocable actions.

All permission sets also grant the custom permission of the same name (next section).

Custom permissions

The package uses custom permissions to decide what to show, not to secure data. For example the FirmWorks Files Home tab hides the Configurator shortcut from users without the Configurator permission.

Custom permission	Label	Granted by
FileViewer_Viewer	FirmWorks Files Viewer	FirmWorks Files
FileViewer_Configurator	FirmWorks Files Configurator	FirmWorks Files Configurator
FileViewer_Reporting	FirmWorks Files Reporting	FirmWorks Files Reporting
FileViewer_Experience	FirmWorks Files Experience Viewer	FirmWorks Files - Experience User
Notes_User	FirmWorks Notes User	FirmWorks Notes User
FirmWorks_File_Events	FirmWorks File Events	FirmWorks File Events

License-controlled features

Two features are switched on per customer by FirmWorks as part of the license. They cannot be enabled from Setup.

Feature	When it is off, users see
File Platform Events	“FirmWorks File Events Is Not Enabled! Please Contact FirmWorks to Enable this Feature” on the Configurator’s File Events tab. The file triggers publish nothing.
FirmWorks Notes	“FirmWorks Notes License Was Not Found” in place of the Note Manager.

Contact support@getfirmworks.com to enable either feature.

Experience Cloud users

External users need:

1. A package license.
2. The FirmWorks_Files_ExperienceUser permission set group, or the FirmWorks Files - Experience User permission set.
3. API Enabled on their profile or permission set if they will use Enhanced Upload or the Browser Viewer. Standard upload and Salesforce’s own file previews do not need it.

The Experience User permission set grants these Apex classes and pages. You do not need to add them to profiles by hand:

BatchFileUploadController, BrowserViewerController, BulkFileUploadController, ContentDocumentLinkManagerController, ContentViewerController, ContentVisibilityController, FileReportController, FileReportInvocable, FileTaxonomyController, FileTaxonomyException, FileViewerController, HierarchicalController, ObjectFinderController, RecordReportController, VFUploadController, and the Visualforce pages BrowserViewer and FileViewer_Support_WTC.

The Configurator, File Reporting builder and FirmWorks Notes are not available to Experience Cloud users.

Files uploaded by Experience Cloud users are always shared with All Users visibility so internal users can see them. See Sharing and Visibility for how to default the share type.

Record types on Content Version

If you use record types on the Content Version object, picklist values that depend on the record type are not available to Apex. The package works around this by caching the values in the Content Record Type Mapping custom metadata type.

Whenever you add a record type or change record-type-specific picklist values, a user with the FirmWorks Files Configurator permission set must refresh the cache:

1. Open /apex/firmworks__RecordTypeFetcher in your org.
2. Click Query Values And Save To Custom Metadata.
3. Wait for the deployment to finish. The page links to Deployment Status.

Until this is done, users may see stale or missing picklist values for record-type-controlled fields.