Understanding Permission Sets in Salesforce
Permission Sets in Salesforce are a flexible tool that allows administrators to grant users access to specific tools and features without altering their primary profile. They are an efficient way to manage user permissions and expand functionality beyond the limitations of a user’s profile.
What Are Permission Sets?
A Permission Set is a customizable collection of permissions and settings that determine user access to various resources, such as objects, fields, tabs, applications, and system functionalities. By using Permission Sets, you can:
Provide additional access without modifying a user’s profile.
Assign permissions to different user groups based on their specific needs.
Users can have only one profile, but depending on the Salesforce edition, they can be assigned multiple Permission Sets. This allows administrators to tailor access for individual users, regardless of their assigned profile.
Types of Permission Sets in Salesforce
In Salesforce, you can use different types of permission sets to manage user access based on specific needs. By combining these options, you can grant precise and flexible permissions to ensure users have the right access for their roles and tasks.
Salesforce offers the following permission set options:
1. Custom Permission Set
A Custom Permission Set in Salesforce is a collection of permissions you create to give users access to specific features or data that aren’t included in their profile. It’s like a tailored key that unlocks exactly what someone needs to do their job—such as accessing custom objects, specific fields, or special tools—without changing their overall profile. This makes it easy to provide additional access for certain tasks without overcomplicating security settings.
2. Standard Permission Set
A Standard Permission Set in Salesforce is a predefined set of permissions that grants users access to standard Salesforce features and functionalities. These permission sets are built into Salesforce and can be assigned to users to provide access to specific tools, objects, or actions beyond what is available in their profile. They help manage user access without the need for custom configurations.
3. Session-Based Permission Set
A Session-Based Permission Set in Salesforce provides temporary permissions to users for a specific session. This is useful when you need to grant elevated or temporary access for a short period, such as during a special task or admin session, without changing their permanent user settings. The permissions are active only during the session and are automatically removed afterward.
4 .Managed Permission Set
A Managed Permission Set in Salesforce is a permission set included as part of a managed package from the Salesforce AppExchange or other third-party providers. It’s preconfigured by the app developer to grant users the necessary access for the app’s features and functionality. Admins can assign this permission set to users in their org but cannot modify its permissions directly, ensuring the app’s security and intended functionality are preserved.
5. Integration Permission Set
An Integration Permission Set in Salesforce is a special set of permissions designed for systems or applications that need to connect with Salesforce. It provides the necessary access for integrations to perform specific tasks, such as reading or updating data, accessing APIs, or managing objects. This is typically assigned to integration users (not individuals) to ensure secure and controlled communication between Salesforce and other systems.
Why to use permission set
Permission sets in Salesforce are used to provide flexible and precise control over user access without modifying their primary profile. Here are a few key reasons to use permission sets:
- Granular Control: They allow you to grant specific access to users, like extra permissions for certain objects or features, without changing their profile.
- Flexibility: You can assign permission sets on top of user profiles, giving you the ability to manage additional access for specific roles or tasks.
- Simplified Management: Rather than creating new profiles for every possible combination of permissions, you can use permission sets to extend or limit access as needed.
- Security: By using permission sets, you can restrict access to sensitive data or features while still providing users with the tools they need for their job.
- Temporary or Specialized Access: They can be used to grant temporary permissions for special tasks, such as for a project or integration, without affecting the user’s regular permissions.
Permission Set Control
Permission Set Control in Salesforce offers granular management of user access across different platform components. Here’s a breakdown of key areas you can control using permission sets:
- Object Permission: Manage whether users can view, create, edit, or delete records for specific Salesforce objects like Accounts, Contacts, or custom objects. This ensures users only have access to the data they need.
- Field Permission: Control access to individual fields within an object, allowing you to restrict sensitive information while giving users access to the necessary data.
- User Permission: Admins can define permissions for user-level activities such as logging in, changing passwords, or managing other users, granting control over system-level functions.
- Tab Settings: Customize the visibility of Salesforce tabs, including the ability to show or hide tabs such as Accounts or custom apps, to simplify user interfaces based on roles.
- App Settings: Control which Salesforce apps are available to users, making it easier to manage access to specific apps like Sales, Service, or Marketing, based on user responsibilities.
How to Create a Permission Set
Follow these steps to create a permission set in your Salesforce org:
- Navigate to Permission Sets:
- In Salesforce Setup, type “Permission Sets” in the Quick Find box, then select Permission Sets.
- Create a New Permission Set:
- Click on the New button to start creating a new permission set.
- Enter Permission Set Details:
- Fill in the necessary information for your permission set, such as its name and description.
- Choose User License:
- Decide which types of users will be assigned this permission set. You can:
- Select a specific user license.
- Choose None if you want the permission set to be available for users with different licenses.
- Decide which types of users will be assigned this permission set. You can:
- Add Permissions:
- Add the necessary permissions and settings to the permission set, such as object permissions, field-level security, or access to apps and tabs.
- For more detailed guidance, refer to Salesforce’s documentation on Configuring Permissions and Access in Permission Sets.
Once created, you can assign this permission set to users as needed to extend their access and privileges within Salesforce.
How to assign a Permission Set
1. Navigate to Permission Sets:
- Click the Gear Icon (Setup) in the upper-right corner of Salesforce.
- In the search bar, type “Permission Sets” and select it under Users.
2. Select a Permission Set:
- On the Permission Sets page, you’ll see a list of all available permission sets.
- Click on the name of the permission set you want to assign to users.
3. Assign the Permission Set:
- On the Permission Set detail page, scroll down to the Manage Assignments section.
- Click the “Add Assignments” button.
4. Select Users to Assign the Permission Set:
- A list of users will appear. You can filter the list by roles, profiles, or other criteria to find the users you want to assign the permission set to.
- Check the boxes next to the users who should receive the permission set.
5. Complete the Assignment:
- After selecting the users, click the “Assign“ button to apply the permission set to them.
6. Confirmation:
- A confirmation message will appear, indicating the permission set has been successfully assigned to the selected users.
Conclusion
In this blog, we provided a comprehensive overview of Permission Sets in Salesforce, covering their types, uses, and key components of Permission Set Control, such as object and field permissions. We also walked through the process of creating a Permission Set in Salesforce and explained how to assign it to a user. By utilizing permission sets, organizations can fine-tune user access, enhance security, and optimize their Salesforce environment. Salesforce continues to be a leading CRM solution, empowering businesses to streamline operations and drive growth.
