Skip to main content

Set Up Team Permissions

ToolboxAI ships with two premade permission sets that control what your users can do with AI features. Assign these in Salesforce Setup — there's nothing to configure inside ToolboxAI itself.

  • ToolboxAI AI Generation Access — lets a user run AI tools (RecordAI, Extractor, Activity Summarizer) and read/write the AI response records they generate. Also grants access to the OpenAI and Claude connections. Assign this to anyone who should be able to actively use AI features.
  • ToolboxAI AI View Access — read-only access to AI-related fields on records (responses, errors, token usage). Assign this to users who should be able to see AI output on a record without being able to generate new AI calls themselves.

Assign a permission set​

  1. In Salesforce Setup, search for Permission Sets.
  2. Click into ToolboxAI AI Generation Access or ToolboxAI AI View Access.
  3. Click Manage Assignments → Add Assignments.
  4. Select the users who need that access and click Assign.

-- IMAGE --

Repeat for the other permission set as needed. Most users doing hands-on work with ToolboxAI (using RecordAI, running the Extractor, reviewing summarized activities) should get AI Generation Access. Users who only need visibility into AI output — managers reviewing records, for example — can be given just AI View Access.

You can see how many users are currently assigned to each permission set from the Permission Set Count tile on the ToolboxAI home tab.