Have you ever asked yourself, “How did Salesforce become, and still is, the #1 Cloud-based Customer Relationship Management (CRM) platform in the world?" Imagine a cloud CRM platform trusted by several global organizations to store, analyze, and process their data securely. Of course, that company would undoubtedly have an excellent data security model to gain that much customer trust, right? Indeed, one of Salesforce's foundations of success lies in its emphasis on keeping its platform up-to-date with the latest cybersecurity standards to protect its customers from the ever-advancing techniques of data theft.
How is Salesforce’s Data Security Model built?
Salesforce’s Data Security Model consists of three logical tiers: Object, Field, and Record-Level Security. It allows flexibility in addressing real-world business use cases without compromising data security. Today, we will mainly focus on object and field-level security, but don't worry; we will tackle record-level security in future articles.
Database 101
To prepare you moving forward, let's go over the three words you'll frequently encounter throughout this article: Object, Field, and Record. If you've ever used Microsoft Excel or learned Structured Query Language (SQL), you'll be familiar with rows, columns, and tables.
Guess what? Salesforce has equivalents for these words as well:
Object = “Table”
Field = “Column”
Record = “Row”
What is Object-Level Security?
Object-Level Security or object permissions provide data access control at the most superficial level in Salesforce. It lets you specify if the users can create, read, edit, or delete records in a particular object.
You may also refer to "Create,Read, Edit, Delete" (CRED) access permissions as "CRUD" permissions:
Create
Read
Update
Delete
However, if you did not specify any action a user can do to an object, they will not be able to execute any actions on it even if you provided access to a field or shared a record of that object; we will get more into detail regarding field-level access later in this article and record sharing in the following article, so hang tight. The minimum permission you can give your users is “Read” access for them to view the records.
There are also two administrative permissions on top of CRUD or the basic accesses:
View All - Allows users to view all records regardless of sharing settings for the object
Modify All - Grants users full administrative rights for the object. Includes having Read, Create, Edit, and Delete access and the ability to transfer and share all records for the object. Caution must be exercised when granting this access.
How about Field-Level Security?
Let’s say you provided your users access to an object but cannot see the fields you created. This is because you might have missed granting them field-level security, also known as FLS.
You can give two accesses:
1. Visible - This allows users to view this field's value and edit its value. Please note that users can only change the field’s value given that you have provided them “Edit” access on the object level.
2. Read-Only - This will enable users only to view the field's value but not edit it.
So, how can I give Object-Level and Field-Level Access?
Here is where the stars of the show come in: Profiles and Permission Sets.
Profile
A Profile defines the base access that can be provided for all Salesforce users. Think of “Profiles” as an entity or persona. For example, you can have a separate profile for Sales users and a different one for Support users.
If you create a Salesforce user, you will be required to assign a profile. Also, a user can only have one profile at a time. But a profile can be assigned to multiple users.
Are there any profile types?
There are two types of profiles: Standard and Custom. A standard profile is a profile already provided by Salesforce, while a custom profile can be created by users based on specific requirements. Object, User, and System Permissions cannot be edited in Standard profiles, so that is where a “Custom” profile comes in.
How do you create a profile?
Salesforce provides standard profiles like Contract Manager, Marketing User, Standard User, System Administrator, or Minimum Access. To create a new profile, you can clone a standard profile and set your custom permissions to that cloned profile. Profiles can be limited to specific features since a Profile is linked to a user license, so keep this in mind when choosing the standard profile you will be cloning.
As a sort of rule-of-thumb, Salesforce admins would usually clone the “Minimum Access” standard profile in creating custom profiles as it is close to being a blank slate while still having few permissions like Access Activities, Chatter Internal User, Lightning Console User, and View Help Link permissions; we will get into more detail regarding these permissions in future articles. This approach is better than reviewing and removing numerous accesses cloned from a standard profile like Standard User or System Administrator profile.
There are permissions you can set using Profiles. These permissions are but are not limited to:
· Object Permissions
· Field Permissions
· Record Type Settings
Record Type Settings specify which record types are available to be selected during record creation. You can also set a default record type that will be pre-selected when the user is presented with the record type selection. Please note that not specifying a record type setting for a profile does not prevent users from viewing a record that has the record type you did not allow for the profile.
· Page Layouts Assignment
Specifies which page layout the user will see. If you have record types enabled for the object, you can set different page layouts per record type.
· Tab Settings
Tab Settings set the visibility of tabs.
There are three options:
1. Default On - The tab appears in the app’s navigation bar and will also be available in the App Launcher in Lightning Experience and the “All Tabs” page if in Salesforce Classic
2. Default Off - The tab does not appear in the app’s navigation bar but will be available in the App Launcher in Lightning Experience and the “All Tabs” page if in Salesforce Classic. Additionally, individual users can customize their display to make the tab visible in any app.
3. Tab Hidden - The tab is not available in the App Launcher or the All Tabs page, is not visible in any app navigation, and is excluded from API responses.
Specifies if the users can see the app from the App Launcher in Lightning Experience or the “All Tabs” page in Salesforce Classic. You can also set a default app which will be the app to be opened when the user logs in to Salesforce for the first time. If the user switches Apps during the session, logs out, and logs back in, the user is taken back to the last App the user was in.
· Session Settings
Sets how many hours a user can be idle before the current session gets logged out. Default is 2 hours. Used to override the org-wide session time-out setting found in Security -> Session Settings
· Password Policies
Admins can specify password expiry, minimum password length, password complexity requirement, maximum invalid login attempts, etc.
· Login Hours
Sets a time range when users assigned to the profile can only log in to the org. For example, if you have all of the Sales users assigned to the “Sales” profile and all have a work schedule of 8:00 AM - 5:00 PM EST, then you can set 8:00 AM - 5:00 PM as the login hours. Before 8:00 AM and after 5:00 PM, the users cannot log in to your org.
· Login IP Ranges
Specifies an Internet Protocol (IP) Range from which the user can log in. The ability to set the Login IP Ranges is beneficial if you only want your users to log in to Salesforce if they use the corporate internet or from a particular location.
· Apex Class Access
· Visualforce Page Access
· Administrative, System, and App Permissions
It contains different permissions that can be set related to reports, dashboards, API access, user management, application management, and more.
Permission Set
Permission Sets give additional permissions to individual users on top of their profiles. You can say that permission sets are add-ons to profiles. For example, let’s say you want to provide access to campaign records to a few users who are managers assigned to different profiles. Then you can assign each manager with a permission set without updating their profiles or even creating a new profile!
Here are a few points to consider when using permission sets:
You can remove and add permissions to a group of users, even if they are assigned to different profiles
A user can have multiple permission sets
Use Permission Sets when a group of users requires further permissions
If numerous people need the same permission, consider using a custom profile
How do I create a Permission Set?
Unlike Profiles, you do not need to clone an existing permission set to create one. You can either create a new permission set or clone one - it’s up to you. Start with navigating to Setup -> Permission Sets.
Create new Permission Set
a. Click “New” button when already in the “Permission Sets” list view
Clone an existing Permission Set
a. Click on “Clone” beside the Permission Set you want to clone from
How do I assign a Permission Set to a user?
There are two ways to assign a permission set to a user.
1. Go to the permission set itself a. Search for “Permission Sets” in Setup and select the permission set you would like to assign to users. b. Click on the “Manage Assignment” button at the top of the permission set page.
c. Click on the “Add Assignments” button to add users to the permission set and select users to assign the permission set to.
d. Tick the checkbox beside the user and click “Remove Assignments” if you want to unassign the user's permission set.
2. Go to the user record to which you want to assign the permission set. Under the user’s related list, you will find “Permission Set Assignments.” Click the “Edit Assignments” button and select Permission Sets from the Available Permission Set to the Enabled Permission Sets.
Is there any difference between Profile and Permission Set?
Besides the difference in usage, some settings will only be available in Profiles.
Please refer to the comparison below:
Please refer to the table below for sample scenarios using both profile and permission set:
Sounds easy, right?
As we have learned so far, we have different ways of implementing security in our Salesforce organizations. However, while Salesforce has provided various sharing and security capabilities, we must do our part as customers to ensure we implement security in our organizations correctly.
We hope you learned a lot from this article and how to use profiles and permission sets correctly. Stay tuned to the following articles where we delve into other Salesforce permissions!
Essentially, a user's profile is the baseline authorization of access to the Org.Permission sets are, as the name implies, a set of additional CRED permissions that can be applied to different profiles. Typically they are task-based and related to different Objects and managed packages.
A permission set is also a collection of permissions, but, unlike profiles, permission sets can be extended to give users functional access without making a change to their profile.
The settings and permissions in permission sets are also found in profiles, but permission sets extend users' functional access without changing their profiles. This means that permission sets are almost identical to a profile, but you can assign them to specific users.
You have three permission sets that contain the permissions you need, plus other permissions. Without permission set groups, you assign each permission set separately to this set of users. With permission set groups, you create a single group based on the tasks that your sales employees regularly perform.
By default, three permission profiles are defined for every account in the eSignature product: DS Admin, DS Sender, and DS Viewer (for CLM, these profiles are CLM Admin, CLM User, and CLM Viewer).
The difference between Profile and Permission Sets is Profiles are used to restrict from something where Permission Set allows user to get extra permissions.
Profiles aren't going away. When setting up a user we will still need to select a profile, and there are a number of things that will remain on the profile: One-to-one relationships: Login hours/IP ranges. Defaults: Record types, apps.
Limitations of Permission sets: The Maximum number of permission sets can be created are 1000. This limit is dependent on type of salesforce features and editions. Permission set can’t be used for revoking access, It is only used for granting access.
You can create 1000 permission sets. This limit depends on the type of salesforce features and editions. The permission set cannot be used to revoke access; it can only grant access. Permission sets can't be assigned to a custom object in Master-detail relationships if the master is a standard object.
From Setup, in the Quick Find box, enter Users , and then select Users. In the Permission Set Assignments related list, click Edit Assignments. To assign a permission set, select it under Available Permission Sets and click Add.
To override sharing settings for specific objects, you can create or edit permission sets or profiles and enable the “View All” and “Modify All” object permissions. These permissions provide access to all records associated with an object across the organization, regardless of the sharing settings.
A permission set is a template that you create and maintain that defines a collection of one or more IAM policies. Permission sets simplify the assignment of AWS account access for users and groups in your organization.
Manage Internal Users - Allows the user to create and edit internal users. Manage Profiles and Permission Sets - Allows the user to create, edit, and delete profiles and Permission Sets. Manage Roles - Allows the user to create, edit, and delete roles.
There are four categories (system, owner, group, and world) and four types of access permissions (Read, Write, Execute and Delete). The categories are not mutually disjoint: World includes Group, which in turn includes Owner. The System category independently includes system users.
Roles are a way to group users and define their access to data.Profiles are a way to group users and define their access to the functionality of Salesforce. Many firms utilize Salesforce, a customer relationship management tool, to improve communication between their company and their clients.
Profiles have the most restrictive settings and permission a user assigned to this profile should have. Permission Sets extend the access settings and permissions provided by the profile. A user can have only one profile assigned.
A permission set is a collection of settings and permissions that give users access to various features and functions. Permission sets extend users' functional access without changing their profiles.
Salesforce Classic won't be around forever. However, no date has yet been set for when it'll be completely phased out in favor of Lightning. Classic was a massively popular interface during the 2000s, and remains widely used.
When it comes to Salesforce alternatives, the most similar platform to Salesforce on this list is Microsoft Dynamics 365. As with Salesforce, Microsoft Dynamics 365 comes with top-notch reporting and business intelligence features, as well as the ability to easily build a tailored solution through add-ons and apps.
Permission set acts as an extension for the users on the platform. It is not the baseline, a user can have as many permission sets as they want. Profile set acts as a baseline for the user on the platform, a user can only be associated to only one profile at a time.
Unlike profiles, you can't assign a default app in permission sets. You can only specify whether apps are visible. Permission sets can be assigned to a community's membership, granting users who are assigned to the permission set access to the community.
By using permission set groups, you create a single group that contains the permission sets with the permissions needed for the price surveys job function. The individual permission sets in the group can also be used outside of the group. There's more, too: E.J. has informed you of other changes coming.
Mandatory access control is widely considered the most restrictive access control model in existence. This type of access control allows only the system's owner to control and manage access based on the settings laid out by the system's programmed parameters. Such parameters can't be altered or bypassed.
You can create up to two restriction rules per object in Enterprise and Developer editions and up to five restriction rules per object in Performance and Unlimited editions. Only external objects created using the Salesforce Connect: OData 2.0, OData 4.0, and Cross-Org adapters support restriction rules.
The Standard Employee profile is the most restricted user for each object, and there are going to be candidate, job application, and review records that particular employees shouldn't be able to view.
Contexts in source publication. ... will be referred to as the wave, flat, square root and bowl profile. Figure 1 presents these four profile types: wave (top left), flat (top right), square (bottom left), and bowl profile (bottom right).
Profiles are like circles, whereas roles are arranged into a hierarchy (when using the Role Hierarchy): Profiles are like circles of users that share the same function, eg. 'Marketing', 'System Admin', 'Sales', 'Support'. Roles are how users relate to each other in a hierarchy, eg.
Sharing rules to extend sharing access to users in public groups or roles. You can share records owned by certain users or meeting certain criteria. Permission sets only provide general permissions to objects. Creating a permission set is like extending a profile.
From Setup, enter Profiles in the Quick Find box, then select Profiles. Depending on which user interface you're using, do one of the following. Enhanced profile user interface: Click Custom Permissions, and then click Edit.Original profile user interface: In the Enabled Custom Permissions related list, click Edit.
Note Although it's easy to confuse permission sets and profiles with roles, they control two different things. Permission sets and profiles control a user's object and field access permissions. Roles primarily control a user's record-level access through role hierarchy and sharing rules.
Roles provide a way for community administrators to group permissions and assign them to users or user groups. Permissions define the actions that a user can perform in a community.
Custom permissions can be referenced in validation rules. The permissions can be assigned to profiles or permission sets, making it easy to control who can bypass rules. Add the custom permission to the validation rule, then you can modify access without touching the rule again.
Give your admins access to Privacy Center features by assigning a permission set license and permission set to them. With this license, users can create retention and portability policies, manage Right to Be Forgotten requests, and view run logs and Privacy Center schedules.
Profile Permission means do you have the ability to read or edit(OBJECT BASIS), Can I edit account?OWD means do you have access to that record or not(RECORD By RECORD BASIS).
A permission set is a collection of settings and permissions that extend users' functional access without changing their profiles. OWD settings give you a baseline level of access that can be set for each object separately. Salesforce by default provides Standard Profiles.
So, here are the top differences between roles and profiles in Salesforce. Roles provide access to records visibility for the users.Profiles provide access control of CRED(create, read, edit, delete) records of the users. It is basically a record level access.
You can create 1000 permission sets. This limit depends on the type of salesforce features and editions. The permission set cannot be used to revoke access; it can only grant access.
OWD sets the restrictions, and additional mechanisms open up access.To provide this access, Salesforce provides a component known as Sharing Rules. With sharing rules, one can share records with users who don't have access to the records. Sharing rules allocate access to users in public groups, roles, or territories.
Profile Permission means do you have the ability to read or edit(OBJECT BASIS), Can I edit account?OWD means do you have access to that record or not(RECORD By RECORD BASIS).
Profiles are like circles, whereas roles are arranged into a hierarchy (when using the Role Hierarchy): Profiles are like circles of users that share the same function, eg. 'Marketing', 'System Admin', 'Sales', 'Support'. Roles are how users relate to each other in a hierarchy, eg.
Profiles aren't going away. When setting up a user we will still need to select a profile, and there are a number of things that will remain on the profile: One-to-one relationships: Login hours/IP ranges. Defaults: Record types, apps.
Limitations of Permission sets: The Maximum number of permission sets can be created are 1000. This limit is dependent on type of salesforce features and editions. Permission set can’t be used for revoking access, It is only used for granting access.
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