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Main Differences between Profiles and Permission Sets in Salesforce

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Two interesting tools: Salesforce Vs Profile. On the one hand we have Salesforce, which uses a role hierarchy, where each user’s access level is determined. 

Salesforce Role vs Profile: Understanding the Key Differences for Efficient User Management and Access Control

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This way, roles can become distinct, determining who can perform a task. For a better understanding of these permissions, we list some of them below:

Field Permissions: 

  • User Permissions
  • Tab Permissions
  • Visual force Page Access
  • App Class Access
  • Record Types
  • Page Layouts
  • App Settings
  • Login Hours
  • Login IP ranges and
  • Object Permissions

With the existence of this profile management, limiting user access rights, the level of security tends to be much higher.

Before we delve into the explanations of profiles and controls in Salesforce, let’s understand what this company is, what it works with, and demonstrate its reliability.

Salesforce, an Exceptional Company

Unlocking User Permissions: Exploring Permission Sets in Salesforce for Flexible Access Control and User Management

In 1999 Parker Harris, Dave Moellenhoff, and Frank Dominguez founded the company, specializing in software as a service (SaaS), with headquarters in San Francisco, California. 

Two of Salesforce’s first investors were people of notoriety, such as Halsey Minor, founder of CNET, and Larry Ellison, co-founder and early CEO of Oracle.

The success of Salesforce was increasing, so much so that from 2001 to 2003, the company managed to shoot up from $5.4 million in revenue to over $100 million at the end of December 2003. 

And the following year, in 2004, the company held its initial public offering on the New York Stock Exchange. It raised about $110 million that year. 

In 2009 Salesforce passed the $1 billion mark in annual revenues, becoming the first cloud computing company to reach that mark. Its evolutions were remarkable, and as the years went by, it developed more improvements in its software. 

So much so that, in September this year (2022), there was an application agreement for Meta, WhatsApp, which promises to integrate a Customer 360 platform from Salesforce, allowing consumer communication with companies.

Given this history, we point out that cloud-based software forms a gigantic global industry. In 2020, these services grew by 17%, totaling $266.4 million, according to Gartner Inc.

And one of the most significant components of this cloud computing industry is SaaS software. In this sense, cloud computing and SaaS are the foundation of Salesforce, which today is one of the largest cloud companies in the world.

The technologies offered by Salesforce are focused on customer relationship management and CRM. Among these are the service cloud, sales cloud, Commerce Cloud, Platform, and Marketing Cloud. 

There are also different technologies, such as Trailhead Analytics, MuleSoft, and Slack.

Profile Vs Salesforce, Understanding What It Is

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For a user to be able to use Salesforce, it is mandatory to have a Profile. The field-level access permissions of a customer will be controlled by these profiles. There are two types of shapes, standard, and custom. We will list below how each one works.

Default Profiles: Salesforce provides these default settings profiles that cannot be deleted. They have these characteristics:

  • Regular user;
  • Read-only;
  • Contract manager;
  • Marketing user;
  • System Administrator; and,
  • Solutions Manager.

As listed, these standard profiles include a common set of permissions for virtually all everyday objects in the software.

Custom Profiles: the user can create, delete, or change these profiles according to his business needs. You can do this by following these step-by-step steps: Navigation, Settings, Administrator, Manage Users, and finally, Profiles.

Listed below are the permission controls that the Profiles have access to:

  • Record Type Permission;
  • Which applications can be viewed;
  • Field permissions (view and edit);
  • Classes, page permissions;
  • The login time can be set;
  • IP address permissions;
  • Object permissions (create, delete, read, and edit permissions);
  • Which page layouts can be viewed; and,
  • Which tabs are visible.

User permission sets: these permission sets extend user access without changing user profiles. You can grant permission sets for various types of users, regardless of their profiles. You can assign extra permissions to a user. There are two alternatives for this:

  1.  You are allowed to make changes to this user’s profile. However, allocating the same shape to a single user is optional. The profile can have several users who will know everything.
  2. Creating a new permission set is an alternative to these extra permissions. Users are granted a specific set of rules by browsing the user’s details page. In this sense, you don’t need to stick to other users because a particular user will get the extra permissions.

After this brief explanation of profiles, user permission sets, and more, let’s explain some specific profile and permission set business functions in Salesforce.

The visibility of a user’s data is expanded through some Salesforce roles. This visibility can be increased according to the sharing models or building rules of the role hierarchy. This role hierarchy allows users at higher role levels to have access to records belonging to users at the level below them. 

It is optional to define roles for each user: consider that you have 4 sales team managers, and you need them to study other groups’ specifications. But, it would be best if you protected colleagues or team members from seeing any content outside the ownership of that specific group. So you would provide these managers with the role of “Sales Team Manager.” After that, you could separate the position of the customers into groups.

Role Hierarchy with Equal Access: It is permissible for you to configure that managers do not have access rights to any team.

Some Sharing Rules: By default, Salesforce sets the default access for objects. Only the owner of the record can access the history, for example. You can specify in custom objects whether these records can be shared using roles or hierarchies. Listed here are some specific rules on this topic:

  • The role definition for the sales user is not mandatory;
  • The role controls the level of access to the record that the user in Salesforce may have in the system; and,
  • Records can be shared as long as there are appropriately written sharing rules. These shares are for specific subordinates.

Final Thoughts

Streamlining User Management: Unveiling the Power of Salesforce Role Hierarchy for Seamless Organizational Structure and Access Control

Throughout this article, we have demonstrated the specifics within the Salesforce Profile. 

There are several specific and general rules, such as record type of access and permissions, which applications can view, field permissions, classes, and page permissions. 

If you are an active Salesforce user, you may have already encountered some questions in this article.

We hope that these clarifications help you and your staff to be more successful in your business.

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