Overview

Salesforce uses Profiles and Permission Sets to control user access to data, objects, and features. Understanding how to configure and apply these tools is essential for enforcing security and ensuring users have the right level of access.

This guide will walk you through setting up Profiles and Permission Sets in Salesforce.

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📌 Key Concepts

Term	Definition
Profile	A collection of settings and permissions that define what a user can do.
Permission Set	A group of permissions that can be assigned to users on top of their profile.
Object Permissions	Create, Read, Edit, Delete rights for standard and custom objects.
Field Permissions	View and Edit access for individual fields within an object.

🛠️ How to Set Up a Profile

🔹 Step 1: Clone a Standard Profile

Salesforce standard profiles (e.g., Standard User, System Admin) cannot be modified directly. Always start by cloning.

1. Go to Setup → Profiles.
2. Click the name of a standard profile (e.g., Standard User).
3. Click Clone.
4. Name your new profile (e.g., Sales Team Profile).
5. Save.

🔹 Step 2: Configure Profile Settings

Within the profile:

• Object Settings: Set object-level CRUD (Create, Read, Update, Delete) permissions.
• Field-Level Security: Choose which fields are visible or editable.
• Tab Settings: Set tab visibility (Default On, Default Off, Hidden).
• App Access: Specify which apps the profile can use.
• Record Types: Assign which record types are available.
• Login Hours/IP Ranges: Restrict when and where users can log in.

🔹 Step 3: Assign the Profile to Users

1. Go to Setup → Users.
2. Edit a user record.
3. Choose your custom profile from the Profile dropdown.
4. Save.

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🧩 How to Create and Assign Permission Sets

Permission Sets provide flexibility by allowing additional permissions without changing the profile.

🔹 Step 1: Create a Permission Set

1. Go to Setup → Permission Sets.
2. Click New.
3. Enter:
   • Label: (e.g., Marketing Dashboard Access)
   • License: Choose the user license if needed.
4. Click Save.

🔹 Step 2: Configure Permissions

In the Permission Set menu, you can configure:

• Object Settings: Additional access to standard/custom objects.
• Field Permissions: Field-level visibility and editability.
• System Permissions: Apex access, report creation, etc.
• App Permissions: Access to specific Salesforce apps.
• Custom Permissions: Access to custom-coded functionality.

🔹 Step 3: Assign Users to the Permission Set

1. In the Permission Set, click Manage Assignments.
2. Click Add Assignments.
3. Select users and click Assign.

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🔄 When to Use Profiles vs. Permission Sets

Use Profiles When…	Use Permission Sets When…
Setting base-level access for a user role	Granting exceptions or additional access
Assigning login hours or IP restrictions	Providing temporary access to a feature or object
Creating a new role type	Sharing permissions across multiple roles flexibly

✅ Best Practices

• Clone, Don’t Create From Scratch: Use existing profiles as templates.
• Use Permission Sets for Flexibility: Avoid creating excessive custom profiles.
• Bundle Permissions: Group related permissions (e.g., reporting, dashboard access).
• Review Regularly: Audit user access quarterly or during role changes.
• Use Permission Set Groups: To manage collections of permission sets efficiently.

📝 Summary

Profiles define the foundation of a user’s access in Salesforce, while Permission Sets offer a flexible way to grant additional permissions. Together, they form a powerful access control model that allows for both consistency and adaptability.