user profile

Users, Profiles, and Permission Set in Salesforce

Users

In Salesforce, a user performs various types of management tasks ex create and edit users, password reset, data access configuration, etc. Every user has a user account in the Salesforce that can be created by the below process:

Enter the ‘user’ in the Quick Find box and then select the user. We have to fill the required fields to create a user account of a particular user that fields are:

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  • UserName
  • Email Address
  • User’s First and Last Name
  • License
  • Profile
  • Role(optional)

The UserNames are the same as Email Addresses as by default and in the format of the email address which will be unique in the Salesforce Organisation. We can add a single user by clicking on New users and add multiple users also which is equal to adding up to 10 users at a time. 

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User Management

There are various operations by which we can manage the user which are given as follows:

  • Administration and Separation of Duties
  • Guidelines for Adding Users
  • Add a Single User
  • Add Multiple Users
  • Edit Users
  • Unlock Users
  • Deactivate (Delete) Users
  • Freeze or Unfreeze User Accounts
  • Manage External Identity Contactless Users
  • Restrict User Email Domains
  • User Fields  

Profiles

Profiles basically work on data security that includes a group of settings and permissions that explain the accessibility of a user in Salesforce. On the bases of the role of the user, Salesforce Administration assigns a profile to the user with a user license which includes record page, fields, and tabs. In Salesforce, every profile has a user that has an assigned task by admin. Profile control the visibility of: 

  • Tabs
  • Objects
  • CRED operation on fields levels

Visibility of Tabs

By using a profile setting, we can control the access of the tabs for particular users by a Salesforce Administrator that different users can view the different tabs according to permission.

Object Level Security

Object-level security controls the visibility of objects for the users that which object is accessed by a user and which are not. For example, Suppose we have two users: {USER1, USER2} and two objects BOOK1 and BOOK2. Now we want that USER1 can access the BOOK1 object but is not accessed by USER2 and USER2 can access both BOOK1 and BOOK2, we have to use Object-level security to fulfill this requirement.

Field Level Security

Field-level Security basically works on the fields in Salesforce which control the accessibility of the fields with users. Salesforce Administration allows users for a CRED operation over fields. It decides which field is READ, CREATE, DELETE and UPDATE by which user and by which not. 

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Permission Set

Permissions Set provides additional permission to some users who perform some extra tasks than other users of the same profile. Suppose, we have three users with the same profile (Sales profile). It means, these users can perform the same task which means they have the same level of access but Salesforce Admin wants that third user should perform some extra task that different than the other two users or other two users can not have access for working on that task, Salesforce admin have to add some additional functionality to the third user due to which his access level is increased not performed by the other two, we can use Permission Set to fulfill this requirement. 

For example, We have three users: A, B, and C with a Sales profile, and all three users have to CREATE and DELETE access to a custom field of an object. The Salesforce administrator wants to provide the EDIT access to the user A but this EDIT access does not assign to the other users B and C. So for this additional action Salesforce administrators have to create a permission set and assign it to the user A.

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