As part of RIO Education 3.22, you can now go to the RIO Education Settings app page and view exactly who is assigned a RIO Education license, be it admin/faculty/student, and see what permission set or profile is granting it. This helps keep your usage numbers within your contracted limits and helps avoid any issues from over-subscribing.

If you are running an earlier version of RIO, the Settings page will only tell you how many users have each type of license. You can however create reports manually to derive the same information as the enhanced version. You will need to be familiar with Reports, creating custom Report Types, as well as using the built-in Developer Console (but you will not need to write your own code).

Using these reports can help you troubleshoot and find exactly what permission sets are including RIO Education licenses, in the event you have exceeded your limits.

Create Custom Report Type

Navigate to Setup | Report Types and click “New Custom Report Type”.

Set the primary object to “Users” and name the report something like “Users with Permission Sets”. Give it an appropriate description and store it in a relevant category. You can mark it as Deployed now if you wish, otherwise please remember to deploy it later on wen you have finished. Click Next.

Click the button to relate another object and search for “Permission Set Assignments (User)”. Make sure the “Each A record must have at least one B record” option is selected. Click Save.

By default this should include the fields we will use later, so there is no need to modify the layout.

Find the Assigned Permission Sets and Profiles

Open up your Org's Developer Console, open the Debug menu and press “Open Execute Anonymous Window”. Paste the following Apex code into the window, make sure the “Open Log” box is checked, and then execute it.

List<String> reportOrder = new List<String>{'REDU_Admin', 'REDU_Faculty', 'REDU_Student'};
Map<String, Id> permsMap = new Map<String, Id>();

for (CustomPermission perm : [SELECT Id, DeveloperName FROM CustomPermission 
                            WHERE DeveloperName IN ('REDU_Admin', 'REDU_Faculty', 'REDU_Student')]) {
    permsMap.put(perm.DeveloperName, perm.Id);
}

for (String devName : reportOrder) {
    if (!permsMap.containsKey(devName)) {
        continue;
    }

    Id targetId = permsMap.get(devName);
    Set<String> apiNames = new Set<String>();

    for (SetupEntityAccess sea : [SELECT Parent.Name FROM SetupEntityAccess WHERE SetupEntityId = :targetId]) {
        apiNames.add(sea.Parent.Name);
    }

    System.debug(devName + ' permission sets and profiles:');
    System.debug(String.join(new List<String>(apiNames), ', '));
    System.debug('');
}

Wait a while for the code to run, and when the log opens press the “Debug Only” box near the bottom of the screen. The output should look similar to below. Take a moment to review what it is saying.

Find the three lines that start with [22] and copy anything after the |DEBUG| part, e.g. in the above image we'd want to copy just REDU_Admin, REDU_Operation_Admin, REDU_Faculty and REDU_Student, REDU_Student_Permission_Group. Respectively these describe the profiles and permission sets that are used for Admin, Faculty and Student licenses. Paste them somewhere as we'll need to use them later.

Create the Report

We'll now need to create three separate reports, one for each of the different license types. Let's focus on Admin now - when it's finished you can clone it and change the filter to report on Faculty and Students instead.

Back in Salesforce, open up Reports and create a new one using the “Users with Permission Sets” type we created earlier. Group the rows by Contact: Full Name and add columns for Active, Profile: Name and Permission Set: API Name. Turn off the toggles for Row Counts and Subtotals in the preview pane.

In the filters tab, make sure all users are shown, and the date filter is set to All Time. Add a filter for Active equals True, and go to create another one for Permission Set: API Name with the operator set to equals. Paste in the relevant values you copied from the script in the last step, so for this example that's REDU_Admin, REDU_Operation_Admin, and apply the filter.

You'll note that we pasted the values into just a Permission Set field, and haven't done anything for profiles. Profiles are actually modelled as Permission Sets behind-the-scenes automatically by Salesforce, so this still gets us the right data.

Save the report somewhere appropriate and run it. It should give you . Ensure the “Total Active” count matches what is shown in the RIO Education Settings page. The way we've built the report will automatically account for any duplicates, i.e. if a user has been assigned two admin permission sets, they will only be counted once.

For our example, we only have two licensed admins, and so our report looks as such:

Remember to repeat this process, or clone the report, for additional Faculty and Student reports.