Salesforce offers a robust role-based security model to ensure data is visible only to authorized users.
Key Concepts:
| Concept | Description |
|---|---|
| User | Individual with login credentials |
| Profile | Defines what a user can do (object permissions, field access, etc.) |
| Role | Defines what a user can see (record-level visibility) |
| Permission Set | Grants additional access beyond what the profile allows |
| Sharing Rules | Extends access across roles or groups |
Create a New User:
Go to Setup → Users.
Click New User.
Fill in:
| Field | Description |
|---|---|
| Name, Email | User’s identity and login |
| Role | Assign based on team hierarchy |
| Profile | Choose: System Admin, Accountant, Viewer |
| License Type | E.g., Salesforce Platform, Salesforce |
Click Save. A welcome email will be sent to the user.
Recommended Profiles:
| Profile Name | Access Level |
|---|---|
| System Admin | Full access to configuration and data |
| Finance Manager | Access to all transactions, reports |
| Accountant | Create/approve bills, payments, invoices |
| Read-Only Auditor | View-only access to financial records |
Assigning Entity-Level Access (Optional)
If your org uses multiple entities, restrict access so users only interact with their assigned entity.
Option 1: Custom Field on User Record
Add a custom field (e.g.,
Accessible Entities) on the User objectUse this to filter entity visibility in the UI
Option 2: Permission Set Grouping
Create a permission set per entity
Assign to users via Permission Set Groups
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