# Migrating from User Pool

## ![](https://579543750-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsEk2hU5IMh3HEY5dJZjR%2Fuploads%2FSxcnKlaJKPzDqONWoDNv%2FSummary2-Small-Icon.svg?alt=media\&token=5e3253d0-a069-4ba5-9c06-83c70bd0b21d) Overview

With the **Flosum Backup & Archive 4.5.0 (Winter ’26)** release, User Pool has been replaced by **Global Settings**. This new app offers improved features for easier user management, Salesforce integration, storage oversight, and security controls. The upgrade delivers a more efficient, unified interface for handling all your Flosum Cloud Apps.

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#### Important:

After the upgrade, only the root admin user is automatically assigned to the predefined **SystemAdministrator** Group and Role. This user must assign appropriate Roles and Groups to all other users to grant them access to Flosum Cloud Apps like Backup & Archive and Global Settings.

* Non-root admin users won't have access until this is completed. See the instructions in this article.
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Your Salesforce connections will be automatically migrated, requiring no action on your part.
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## Migrating Non-Admin Users After the Upgrade

After the upgrade, all non-root admin users will be migrated to Global Settings but will not be assigned to a Group. Before these users can log in, the root admin user must complete one of the following actions.

* [#id-1-add-users-to-systemadministrator-group](#id-1-add-users-to-systemadministrator-group "mention")
* [#id-2-create-new-role-and-group-recommended](#id-2-create-new-role-and-group-recommended "mention")

To learn how Roles, Groups, and Users operate in Global Settings, see the following article.

* [overview-of-roles-groups-and-users](https://docs.flosum.com/global-settings/user-management/overview-of-roles-groups-and-users "mention")

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### ![](https://579543750-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsEk2hU5IMh3HEY5dJZjR%2Fuploads%2FktJIcWyf85zeKEa2Sr7o%2FEnhance-Icon-Small.svg?alt=media\&token=2bf28fd1-bd15-47dd-b357-d26c74234eda) 1: Add Users to SystemAdministrator Group

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This is the fastest way to restore access for all non-admin users.
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#### When to Use This Option

* Small teams
* Rapid recovery after upgrade
* Temporary approach until custom roles are designed

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This option grants full administrative access to all assigned users.
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{% stepper %}
{% step %}

#### Review Migrated Users

1. Log in to Global Settings following the instructions in the article below.
   1. [log-in-to-flosum-global-settings](https://docs.flosum.com/global-settings/getting-started/log-in-to-flosum-global-settings "mention")
2. Click **Users** from the sidebar menu.
3. Your existing Users have been migrated here with the Group field blank.&#x20;

   <div align="left"><figure><img src="https://579543750-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsEk2hU5IMh3HEY5dJZjR%2Fuploads%2F33kZ84Az7UBNfcQ14Bsy%2FMigratingFromUserPool-UnassinedUsers-01.png?alt=media&#x26;token=2f0fa580-1c31-4091-9150-8018602782d3" alt="" width="563"><figcaption></figcaption></figure></div>

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#### Assign Users to SystemAdministrator Group

The System Administrator Group is predefined and ready for adding users. You can add users individually or in bulk by following the instructions in the respective articles below.&#x20;

* [changing-a-users-group](https://docs.flosum.com/global-settings/user-management/users/changing-a-users-group "mention")
* [bulk-changing-a-groups-users](https://docs.flosum.com/global-settings/user-management/groups/bulk-changing-a-groups-users "mention")

For adding multiple users simultaneously, watch the instructional video below.

{% embed url="<https://demo.arcade.software/8tD49ZjNBzuusfbBdOGd?embed=&embed_desktop=inline&embed_mobile=tab&show_copy_link=true>" %}
{% endstep %}

{% step %}

#### Confirm User Assignment

1. Click **Users** from the sidebar menu.
2. Verify that all the expected Users are now part of the SystemAdministrator Group.&#x20;

   <div align="left"><figure><img src="https://579543750-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsEk2hU5IMh3HEY5dJZjR%2Fuploads%2FpN7RgevGRg6j6K9Y8DeM%2FMigratingFromUserPool-SystemAdminUsers-01.png?alt=media&#x26;token=05cfd8d3-7836-4ebb-be1d-d1d8cf084941" alt="" width="563"><figcaption></figcaption></figure></div>

{% endstep %}
{% endstepper %}

***

### ![](https://579543750-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsEk2hU5IMh3HEY5dJZjR%2Fuploads%2FktJIcWyf85zeKEa2Sr7o%2FEnhance-Icon-Small.svg?alt=media\&token=2bf28fd1-bd15-47dd-b357-d26c74234eda) 2: Create New Role & Group (Recommended)

This option is best for teams with defined access tiers, compliance requirements, or multiple Salesforce orgs.

{% hint style="info" %}
To learn how Roles, Groups, and Users operate in Global Settings, see the following article.

* [overview-of-roles-groups-and-users](https://docs.flosum.com/global-settings/user-management/overview-of-roles-groups-and-users "mention")
  {% endhint %}

{% stepper %}
{% step %}

#### Review Migrated Users

1. Log in to Global Settings following the instructions in the article below.
   1. [log-in-to-flosum-global-settings](https://docs.flosum.com/global-settings/getting-started/log-in-to-flosum-global-settings "mention")
2. Click **Users** from the sidebar menu.
3. Your existing Users have been migrated here with the Group field blank.&#x20;

   <div align="left"><figure><img src="https://579543750-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsEk2hU5IMh3HEY5dJZjR%2Fuploads%2F33kZ84Az7UBNfcQ14Bsy%2FMigratingFromUserPool-UnassinedUsers-01.png?alt=media&#x26;token=2f0fa580-1c31-4091-9150-8018602782d3" alt="" width="563"><figcaption></figcaption></figure></div>

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{% step %}

#### Create a New Role

A role defines the license used and the permissions for each added Salesforce Connection. You will need to create a Role to assign to a Group. Follow the instructions in the article below to learn how to create a role.

* [creating-a-role](https://docs.flosum.com/global-settings/user-management/roles/creating-a-role "mention")

The following video shows you how to create a Role with only permissions for Backup & Archive tasks.

{% embed url="<https://flosum-interactive.share.arcade.software/share/IQLjtzddgWPE0Urnn5xg>" %}
{% endstep %}

{% step %}

#### Create a New Group and Link It to the Role

A Group connects users with a specific Role. Each Group can have one assigned Role, but multiple Groups can share the same Role. Create a Group to assign your Users by following the instructions in the article below.

* [creating-a-group](https://docs.flosum.com/global-settings/user-management/groups/creating-a-group "mention")

The following video shows you how to create a Group for the Role created in the last video.

{% embed url="<https://flosum-interactive.share.arcade.software/share/X4jGEXZ3ZoumyUu7Mx6o>" %}
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{% step %}

#### Assign Users to the New Group

When Users are migrated to Global Settings, they aren't automatically assigned to a Group. You must manually assign each User to a Group to grant appropriate permissions. Once assigned, Users immediately receive the permissions and access associated with their Group's Role. You can add users individually or in bulk by following the instructions in the respective articles below.&#x20;

* [changing-a-users-group](https://docs.flosum.com/global-settings/user-management/users/changing-a-users-group "mention")
* [bulk-changing-a-groups-users](https://docs.flosum.com/global-settings/user-management/groups/bulk-changing-a-groups-users "mention")

The following video shows you how to change a User's Group.

{% embed url="<https://flosum-interactive.share.arcade.software/share/dlGyCzEoqK6aok9h4HLd>" %}
{% endstep %}
{% endstepper %}

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## Winter '26 Upgrade Summary

After the **Winter '26** upgrade:

* **System Access:**
  * Only the root administrator has access via the SystemAdministrator Role & Group.
  * All non-root admin users must be assigned to a Group for Backup & Archive access.
* **User Group Assignment Options:**
  * Add users to the SystemAdministrator Group.
  * Create custom Roles & Groups and assign users accordingly.

These steps ensure seamless access and proper user management in your Flosum environment.
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