Users and permissions
Set up the Jota Admin, User, and Integration roles in Salesforce and give each user access to the right Shopify stores.
On this page
Each Jota user needs one role. Users who send data from Salesforce to Shopify also need access to that store. Roles and store access are assigned separately.
Roles
| Role | Best for | Access |
|---|---|---|
| Jota Admin | Salesforce administrators who manage Jota | Everything in Jota User, plus API access, store configuration, credentials, and permission setup |
| Jota User | Sales and service teams | The Jota app and tabs, manual sync actions, and business data |
| Jota Integration | API-only integration users | API and business data access, without the Jota app or setup permissions |
Each role is a permission set group that contains everything the role needs, including Jota B2B access if that package is installed. You don’t need to assign separate permission sets for the Jota app or tabs.
Jota Admin includes org-wide Salesforce permissions: Manage Profiles and Permission Sets, Assign Permission Sets, Manage Named Credentials, and Modify Metadata Through Metadata API Functions. Assign it only to trusted administrators.
Configure roles
You only need to do this once, and again after upgrades that add new permissions.
- Open Shopify Store Config Manager in the Jota - Shopify Integration app.
- In Jota permissions, select Review permissions.
- Select View object access to see the object access each role receives.
- Select Configure permissions, then wait for Salesforce to finish recalculating the role groups.
Configuring roles adds missing access and keeps anything you’ve added to these groups. It doesn’t remove access, change profiles, or create users. Changes apply to everyone who already has the role.
The wizard requires Jota Core 1.33 or newer, and Jota B2B 0.28 or newer if B2B is installed. Older versions show an upgrade message.
Assign users
- In Jota permissions, choose a Shopify store and search for existing Salesforce users.
- Select each user and choose a Jota role.
- To let a user call this store, select the store access checkbox for that user.
- Select Review assignments, then Assign access.
You can assign up to 25 users at a time. If anything in a batch fails, none of its assignments are saved, and you can safely try again.
The wizard only adds access. To remove a role or store access, use Salesforce Setup.
Store access
Salesforce calls Shopify using a credential for each store. The user who adds a store gets access to it automatically. Everyone else who sends data to that store needs store access, including users who run Sync Customer w/ Shopify or Push Draft Order.
Store access controls which stores a user can call. It doesn’t limit which records they can see. Accounts, Contacts, Opportunities, and Price Books aren’t separated by store, so your existing sharing settings still control record access.
Finish adding a store before you assign access to it.
The connected Salesforce user
The user who connects Salesforce in Jota needs the Jota Admin role. Jota uses this connection to sync data and to keep its Shopify credential in Salesforce up to date, and the Jota Integration role can’t update credentials.
API-only users
To assign Jota Integration to an API-only user, use the Salesforce Integration user license and the Minimum Access - API Only Integrations profile. Jota assigns the Salesforce API Integration permission set license for you.
Users with a standard Salesforce license can have any Jota role. Other license types are not supported.
What Jota can access
Roles grant read, create, and edit access to the objects Jota syncs. They don’t grant View All or Modify All Records on your business data, so your sharing settings still decide which records each user can see.
Custom mapping fields can need extra setup. If you map a field you created yourself, make sure the connected user can read and edit it.