User Settings Rules allow administrators to define rules that automatically assign the correct user settings when Backstory creates a new user via Automatic Mode. These rules define the user’s configuration profile, permission level, object visibility, and licenses, ensuring each new user is set up correctly without manual intervention.
Note: This article only applies to organizations that use Automatic Mode to automatically create Backstory users when they are added to Salesforce.
What This Article Covers
Accessing User Settings Rules
Creating a rule
Reordering rules
Editing a rule
Deleting a rule
The catch-all rule
Frequently asked questions
Access User Settings Rules
The User Settings Rules page can be found in the Admin Panel. The option only appears when auto-hierarchy is enabled for your organization.
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click User Settings Rules.
How User Settings Rules Work
Rules are evaluated top to bottom, based on their order.
When a new user is created via auto-hierarchy:
The system checks each rule in order.
The first rule that matches the user’s criteria is applied.
All remaining rules are ignored.
If no rule matches, the catch-all rule is applied.
Rules apply only to users created automatically by Backstory (not users manually created by admins) and only at the time the user is created.
Create a Rule
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click User Settings Rules.
Click + Add Rule in the top right corner.
Enter a Rule Name to help identify the rule.
Enter a Description explaining what the rule does.
In the Filter Users section:
Select a Field:
Team Name (based on the Backstory team hierarchy)
Team Manager (based on the manager of the user’s team)
Job Title (based on the user’s title in Salesforce)
Choose an Operator.
Note: If using the “Contains” operator for Job Title, only one value is supported per clause. To match multiple values, create a separate rule for each value.
Select the appropriate Value.
To refine your rule:
Click Add Filter to include additional filters.
Click the trash icon to remove a filter.
Click Clear All Filters to remove all filters.
In the Set Assignments section, configure the following:
Configuration Profile
Permission (Admin, Member, or Manager)
Object Visibility (Full Visibility, Team Ownership, or Individual)
Licenses (Foundation, Engagement Dashboard, PeopleGlass Enterprise, and/or Forecasting)
Review all rule settings to ensure they are correct and in the correct order of priority.
Click Save Rules in the bottom right corner.
Once saved, the rule appears in the User Settings Rules list and is automatically applied to new Salesforce users who match the defined criteria.
Re-Order Rules
Rules are evaluated from top to bottom, so their order determines which rule takes priority when a new user could match more than one.
Click and hold the grid icon to the left of the rule you want to move.
Drag and drop the rule to the desired position in the list.
Click Save Rules.
Edit a Rule
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click User Settings Rules.
Click the rule you want to edit.
Modify the details as needed, then click Save Rules.
Delete a Rule
Log into Backstory as an administrator.
Click the grid icon in the top left corner.
Select Admin Panel.
In the left navigation menu under User Management, click User Settings Rules.
Click the rule you want to delete.
Click Delete Rule at the bottom right corner.
The Catch-All Rule
The catch-all rule is the default rule applied when no other rule matches a new user. It is always present, cannot be deleted, and is always ranked last in the list. Administrators can update its settings at any time to fit the organization's needs.
Recommended Catch-All Settings
Configuration Profile: Default
Permission: Member
Object Visibility: Full Visibility
Licenses: Foundation, Engagement Dashboard
Frequently Asked Questions
What happens if multiple rules match the same user?
Rules are evaluated in order. The first matching rule is applied, and all remaining rules are ignored.
Are User Settings Rules applied to existing users?
No. Rules apply only to new users created automatically by Backstory via auto-hierarchy.
Why don’t I see User Settings Rules in the Settings menu?
The menu option only appears when auto-hierarchy is enabled.
Need Help?
Reach out to your CSM or email support@backstory.ai.