02. Assigning Records to Mobile Users-TaroWorks 6.2 and Above

Introduction

Mobile Record Assignment is the feature that controls which Salesforce records a mobile user has access to to do their TaroWorks Jobs. When you assign a mobile user a record in Salesforce, they will have access to that record and any child record of that record that are needed for their assigned TaroWorks Jobs.

It is often better to limit mobile record assignment to only the data they need for their duties - this shortens sync time and creates a more efficient user experience for the field officer. For example, someone working with farms in the northern part of a province should only need to download information related their area of responsibility.

However, you typically want to do your mobile record assignment at at least one level above where records are being newly generated and sent to mobile users on a regular basis. That way, the TaroWorks administrator doesn't need to assign new mobile records assignment for mobile users that need access to newly created data. Refer to this article if you need more information about the level at which you should be assigning records.

The following topics will be covered in this article:

• A. How to Assign Records to a Mobile User
• B. How to Unassign Records to a Mobile User

This article will cover how to assign records to a mobile user and remove those assignments in the event that the scope of data required changes for a user.

Notes

• Newly assigned records or new child records of existing assignments will be sent to the device with every sync.
• Only the top level objects need to be assigned, it is not necessary to manually assign all the child records here. For example, if Farms A, B and C look up to a certain Area record X, then simply assign the Area record X in order to access all the child farms - no need to individually assign Farms A, B and C.

A. How to Assign Records to a Mobile User

1. Click on the TaroWorks Mobile Users tab and open the All list view. You should see a screen as shown below. 
2. Click on the Name (TMU-xxxx code) of the field officer you want to assign records to.
3. When you're doing assignments for an object for the first time, click Add Object in the Mobile Record Assignment section of the TaroWorks Mobile User View. 
4. The Records Assignment screen will appear as shown below. Choose an object in the Object Name drop down list.
5. Choose the field by which you'd like to view records to assign under the Field Name drop down list.
6. Click Assign Records button. 
7. To narrow the records available for selection ,set filter(s) by selecting the Field, Operator and the Value (red box) (Optional)
8. You can add additional filters by clicking the Add Filter link.
   NOTE: If you lave the Value to blank, the filter will not run.
9. When filters are set, click Display / Refresh Records. 
10. Check records you want to assign to the mobile user.  NOTE: You can use the checkmark box at the top to select all records displayed.
11. Click Assign Records.
12. Click OK.
13. The Mobile User now has access to the records assigned and any related child records to those records.
14. To update record assignment for an existing object, click Edit next to the Object in the Mobile Record Assignment Section. 
15. To assign more records, click on Assign Records and repeat steps 8 to 10.

B. How to Unassign Records from a Mobile User

1. To unassign ALL records for an object, click the downward facing arrow and Delete next to the Object in the Mobile Record Assignment Section. 
   WARNING: This cannot be undone.
2. Click OK to confirm. 
3. To unassign select records for a certain object, click the downward facing arrow and Edit next to the Object in the Mobile Record Assignment Section. 
   WARNING: This cannot be undone. You will have to reassign those records again later.
4. Check records you'd like to unassign.
5. Click Unassign. 
6. Click OK. 
7. Click Save.