Delegated Administrator Guide

Overview

Delegated Administrators (DAs) can look after their own organisation's users without needing to contact Atamis Support for every change. This guide explains how to create users, give them the right access, keep their details up to date and deactivate them when they no longer need access.

Delegated Administrator access can only be granted by the Atamis Support Team. If you need it, or need it changed, please raise a support ticket.

Some settings are specific to each organisation, such as the profiles and permission sets you can assign, any naming conventions and any custom fields on the user record. Where this guide refers to these, check with your organisation's lead administrator or Atamis Support if you are unsure what applies to you.

What Delegated Administrators can do

As a Delegated Administrator you can manage users in the Role (or Roles) you have been given, and in any Roles below them. Depending on how your access has been set up, you can:

• create new users and edit existing users
• reset passwords
• assign the profiles, permission sets and permission set groups that have been made available to you
• add the users you manage to the public groups that have been made available to you
• deactivate and reactivate users

You cannot:

• grant Delegated Administrator access to yourself or anyone else
• view or edit users outside your allocated Role
• create or change profiles or permission sets
• change system configuration such as page layouts, fields or sharing settings

If you need to do something that isn't available to you, please contact Atamis Support.

Accessing Setup

You manage users from Setup.

1. Select the cog icon in the top-right corner of the screen.
2. Select Setup.
3. In the search bar on the left-hand side, type Users and select Users.

To see the users you manage, select your organisation's Role from the list view dropdown. Select a user's name to open their record, or select Edit next to it to go straight into edit mode.

Creating a new user

Before you create a user, search for them first to check they don't already have an account. If they do, update or reactivate the existing account rather than creating a duplicate.

To create a user, select New User in Setup and complete the sections below.

General Information

Always double-check the email address before saving. The password setup email is sent there, so a typo means the user won't be able to log in.

Organisation-specific fields

Your user record may include extra fields set up for your organisation, for example a buying organisation, an account end date or reporting flags. Complete any mandatory fields and follow your organisation's guidance for the rest.

Roles

A user's Role controls which records they can see, so it should not be changed once it has been set. If someone needs a different Role, for example because they have moved to a different part of the organisation, create a new account with the correct Role and deactivate the old one.

Password setup email

By default, Generate new password and notify user immediately is ticked, so the user gets their setup email as soon as you save.

If you'd rather send it later, untick this option before saving. You can send the email at any time using Reset Password (see below).

When you're happy everything is correct, select Save.

Assigning permission sets

Once the user has been saved, you need to assign their permission sets and permission set groups. Without these, the user will not be able to see any data.

1. On the user's record, scroll down to Permission Set Assignments and select Edit Assignments.
2. Select the permission sets the user needs and use Add to move them into Enabled Permission Sets.
3. Select Save.
4. Repeat the same steps under Permission Set Group Assignments if your organisation uses permission set groups.

Most organisations have a set of permission sets that every user needs, and these are often labelled to make them easy to spot. If you're not sure which ones apply, please contact Atamis Support before assigning access. If you can't see a permission set or group you expected, it may not have been made available to your Delegated Administrator access, so please raise a ticket.

Adding users to public groups

If your organisation uses public groups, for example to share records with a team, you can add the users you manage to the groups that have been made available to you.

1. In Setup, search for Public Groups.
2. Open the group and select Edit.
3. Add the user to Selected Members and select Save.

Updating user details

To change a user's details, open their record in Setup, select Edit, make the change and select Save.

Changing an email address

When you change an email address, the user receives a verification email at the new address. The old address will still show on the record until they verify the change.

Changing a username

If you change a username, let the user know, as they will need to use the new one next time they log in. They may also need to set up their MFA authenticator again.

When changing either the email address or username, check whether the other also needs updating.

Resetting a password

1. Open the user's record in Setup.
2. Select Reset Password.

The user will receive an email with a link to set a new password.

Deactivating and reactivating users

Deactivate a user as soon as they no longer need access, for example when they leave your organisation or change roles.

1. Open the user's record in Setup and select Edit.
2. Untick Active.
3. Select Save.

Users cannot be deleted, so deactivating is the correct way to remove access. The user's records and history stay in the system.

To reactivate a user, tick Active again and save. We recommend resetting their password at the same time.

Some organisations have an account end date field or automatic deactivation for users who haven't logged in for a set period. These are a safety net and don't replace deactivating users promptly. Atamis Support can confirm whether either is set up for your organisation.

Report subscriptions

Before someone leaves, ask them to unsubscribe from any reports they have subscribed to. Once a user is deactivated they stop receiving subscription emails, but the subscription may still run in the background. If anyone else relies on a report the leaver was sending, set up a new subscription for them before deactivating the account.

Common error messages

If you see an error when saving a user, read it carefully. The most common causes are:

• Duplicate username: the username is already in use, either in Atamis or in another Salesforce system. Add your organisation's identifier to the end of the username as described above.
• The user already exists: search for the existing account and update or reactivate it instead.
• The user exists under a different Role: don't change the Role on the existing account. Create a new account with the correct Role and deactivate the old one.

If you still can't resolve the issue, please raise a ticket with Atamis Support and include the error message and the user's name.

Reviewing your users

We recommend reviewing your users at least every quarter to check that:

• everyone still needs access, and leavers have been deactivated
• each user has the right profile, Role and permission sets
• any organisation-specific fields are still correct
• report subscriptions belonging to leavers have been dealt with

Key reminders

• Only Atamis Support can grant Delegated Administrator access.
• Always check the email address and username before saving.
• Assign permission sets straight after creating a user, otherwise they won't see any data.
• Don't change a user's Role. Create a new account instead.
• Deactivate users as soon as they no longer need access.
• Review your users at least quarterly.

Updated 28 October 2026 17:47