Grant Agent Search access to non-admin users

By default, only users with the System Administrator profile can open the Agent Search app. Every other user, including recruiters and researchers, needs three FillDesk permission sets before the app appears in their App Launcher and before searches return results.


Before you start Complete the FillDesk installation steps first, including the External Client App (ECA) setup. The FillDesk ECA Access permission set is created during that step, so it will not exist in your org until the ECA has been configured.


Permission sets to assign


Assign all three to each user who should have access. Partial assignment is the most common cause of access errors, so treat them as a single unit.


Permission set

What it grants

Source

FillDesk

Base access to the FillDesk managed package core features: objects, tabs, and Apex classes.

Managed package

FillDesk: Agent Search

Access to the Agent Search features specifically, including the search interface and agent actions.

Managed package

FillDesk ECA Access

Authentication access to the FillDesk backend through the External Client App.

Created during ECA setup


Assign the permission sets


You can start from the user record or from the permission set. Starting from the permission set is faster when you are onboarding several people at once.



  1. In Salesforce Setup, go to Users > Permission Sets.
  2. Click the permission set name, for example FillDesk.
  3. Click Manage Assignments, then Add Assignments.
  4. Select every user who needs access and click Assign.
  5. Repeat for FillDesk: Agent Search and FillDesk ECA Access.


Option B: from the user record (single user)


  1. In Salesforce Setup, go to Users > Users and open the user record.
  2. Scroll to the Permission Set Assignments related list and click Edit Assignments.
  3. Move FillDesk, FillDesk: Agent Search, and FillDesk ECA Access into Enabled Permission Sets.
  4. Click Save.


Optional: bundle the three into a permission set group


If you onboard users regularly, create a permission set group (for example FillDesk Recruiter Access) that contains all three permission sets. You then assign one group per user instead of three separate permission sets, which removes the risk of missing one.


  1. Go to Users > Permission Set Groups and click New Permission Set Group.
  2. Give it a label, then click Save.
  3. In Permission Sets, click Permission Sets in Group, then Add Permission Set.
  4. Add all three FillDesk permission sets and click Add.
  5. Wait for the group status to change to Updated, then assign the group to your users.


Verify the assignment


Ask the user to confirm the following, or check it yourself by logging in as the user:


  1. Open the App Launcher and search for FillDesk Agent Search. The app should be listed.
  2. Open the app and run a simple search, such as a common job title.
  3. Confirm that results load and that a candidate profile opens without an error banner.


Troubleshooting


The app does not appear in the App Launcher.
The FillDesk permission set is most likely missing, or the user's profile has the app set to hidden. Check the permission set assignment first, then check App Permissions on the user's profile.


The app opens but the search interface is missing or greyed out.
FillDesk: Agent Search has not been assigned. This permission set controls the Agent Search components specifically, so base FillDesk access alone is not enough.


Searches fail with an authentication or authorization error.
FillDesk ECA Access is missing, or the External Client App setup is incomplete. Confirm the permission set exists in the org, and if it does not, revisit the ECA setup step.


Permissions were assigned but nothing changed.
Permission changes take effect on the user's next page load, so ask the user to refresh the browser or log out and back in. If you assigned a permission set group, confirm its status is Updated rather than Updating.

Updated on: 09/09/2026