Setting up Security in Your Salesforce Instance
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The document discusses setting up security and access controls in Salesforce. It provides examples of how to configure profiles to control what users can see and modify. It also explains how to set up sharing rules to determine access to records at the object, field, and record level. Specific examples include allowing all sales teams to see accounts but only modify contacts for their own accounts, and making opportunities private except for amounts under $10,000. The document emphasizes defining user profiles and mapping them to object and field access levels based on business needs.
Setting up Security in Your Salesforce Instance
- 1. Setting up security Naveen Gabrani Joseph Dindinger CEO CEO [email protected] TO A FINISH @ngabrani
- 2. Safe harbor statement under the Private Securities Litigation Reform Act of 1995: This presentation may contain forward-looking statements that involve risks, uncertainties, and assumptions. If any such uncertainties materialize or if any of the assumptions proves incorrect, the results of salesforce.com, inc. could differ materially from the results expressed or implied by the forward-looking statements we make. All statements other than statements of historical fact could be deemed forward- looking, including any projections of product or service availability, subscriber growth, earnings, revenues, or other financial items and any statements regarding strategies or plans of management for future operations, statements of belief, any statements concerning new, planned, or upgraded services or technology developments and customer contracts or use of our services. The risks and uncertainties referred to above include – but are not limited to – risks associated with developing and delivering new functionality for our service, new products and services, our new business model, our past operating losses, possible fluctuations in our operating results and rate of growth, interruptions or delays in our Web hosting, breach of our security measures, the outcome of any litigation, risks associated with completed and any possible mergers and acquisitions, the immature market in which we operate, our relatively limited operating history, our ability to expand, retain, and motivate our employees and manage our growth, new releases of our service and successful customer deployment, our limited history reselling non-salesforce.com products, and utilization and selling to larger enterprise customers. Further information on potential factors that could affect the financial results of salesforce.com, inc. is included in our annual report on Form 10-K for the most recent fiscal year and in our quarterly report on Form 10-Q for the most recent fiscal quarter. These documents and others containing important disclosures are available on the SEC Filings section of the Investor Information section of our Web site. Any unreleased services or features referenced in this or other presentations, press releases or public statements are not currently available and may not be delivered on time or at all. Customers who purchase our services should make the purchase decisions based upon features that are currently available. Salesforce.com, inc. assumes no obligation and does not intend to update these forward-looking statements. Safe Harbor
- 3. Naveen Gabrani CEO, Astrea IT Services Pvt Ltd
- 4. § Security: Who has access to what records § What type of access: No access, View, Write, Delete § Scenarios Importance of Security Criteria Access Level Profile Opportunity value > 1 Million Visible Sales persons Account in California Editable Sales team in CA Cases Visible All organization
- 5. § Talk to senior users and management § What tasks different users need to perform § What all information needs to be kept secure § Classify your users into groups that perform similar operations § Map your objects to these user groups § What level of visibility is needed Design of Security
- 6. Access is a many layered thing.... ORG ACCESS OBJECT ACCESS RECORD ACCESS FIELD ACCESS IP RANGES,LOGIN HOURS PROFILES ROLE HIERARCHY FIELD LEVEL SECURITY
- 7. § Profiles: Group of users that perform similar operations § Sales Team based in Boston § Customer Service Project Managers § Call center agents for European customers § Each user is mapped to a unique profile Profiles
- 8. § Minimum access needed for all the Salesforce users to an object § Possible Values § Private § Public Read Only § Public Read/Write OWD: Organization Wide Default
- 9. Role Hierarchy CEO VP Sales Sales Director International Sales Director US VP Projects Project Manager A Manager has access to all records that are accessible to its reportees ü “Grant Access Using Hierarchies” Record owner and Salesforce Admin have access to all records Master Detail relationship, child inherits OWD from parent View All Data settings: access to all records Each user is mapped to a unique role
- 10. Joseph Dindinger CEO, To A Finish LLC
- 11. § Control access to company data § Rules for sharing access to data § Accounts § Contacts § Widgets_c § Etc. What ARE sharing rules?
- 12. Access to objects Access to fields Access to features What sharing rules are NOT.
- 13. Private Sharing Rules Starting Point Public
- 14. § Read Only § Read Write § Full Access Different Types of Access § Transfer § Use
- 15. § Public Read/Write § Public Read Only § Private § Controlled by Parent § Grant Access Using Hierarchies Common Sharing Settings
- 18. Cars X provides high-end cars for executives around the world. Sales reps at Cars X are given full access to all accounts, but can only edit contacts that belong to them. Opportunities are strictly private; only the sales rep and his or her management tree are allowed to see them. * Note: Some opportunities, those under $10,000 should be seen by everyone.
- 19. We must set the Accounts to: Public Read/ Write (Default) Step 1: Account Sharing Settings
- 20. We must set the Contacts to: Public Read Only (change from Controlled by Parent) Step 2: Contact Sharing Settings
- 21. § We must set the Opportunities to: Private (Change from Public Read Only) § We must add a sharing rule to give read only access to sales reps who share roles Step 3a: Opportunity Sharing Settings
- 22. § We must add a sharing rule based on specific criteria to give read only access to any opportunity below $10k Step 3b: Opportunity Sharing Settings
- 25. § Can be enabled or disabled per object § Can be confusing and only to be used in cases where rules cannot be made to fit § Needs maintenance, especially if ownership changes Manual Sharing
- 26. § The most common solution for most situations § Extremely powerful and customizable § Once set, can be forgotten until the rules of business change Rule-based Sharing
- 27. § If default settings don't work § If roles don't fit the bill § If rules can't be written § If manual sharing is too tedious and error prone... THEN you can use Apex programing to share records correctly Programmatic Sharing
- 29. Cars X hires drivers in each state who will take a car from the dealer and drive it to the buyer’s house. These drivers are in the Cars X Partner Community and should be able to edit only three fields on Closed Opportunities in their assigned states. The three fields they can edit are: 1. Assigned Driver (a lookup to the User object) 2. Target Delivery Date 3. Date Delivered * Note: Once the Assigned Driver field has been saved, all other drivers should no longer be able to see the opportunity.
- 31. Sample 1: Trigger to Share Code
- 32. Sample 2: Trigger to Remove Share
- 33. Sample 3: Trigger Handler Code to do the actual Sharing
- 34. § Think it through with all involved § Document thoroughly § “Bulkify” your code carefully and thoroughly § Set up a log in case of failure § Use Asynchronous Code (@Future or Batch) Tips for Programming Sharing
- 35. Permission Sets & Profiles Overview
- 36. § Which Objects and Fields you can see (not which records) § Which Features/Functions you can use Permission Sets & Profiles Determine
- 37. Permission Sets vs Profiles Differences include : § The ability to set features across multiple profiles § Ease of assigning to multiple users
- 38. Profiles, Permission Sets & Sharing Rules
- 39. Data vs. MetaData Permission Sets & Profiles Sharing Rules
- 40. Our Last Scenario Our last scenario could not have been completed without sharing rules AND permission sets/profiles
- 41. Thank you
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