This video brought to you by at Salesforce docs! Welcome to Overview, the first in the
Who Sees What series. These videos provide the basics on visibility and data access in
Salesforce. There are several layers of access control
that determine who sees what in your Salesforce organization.
First, users need access to the org itself. As the administrator, you provide this by
creating and activating users, and allowing them to login from set IP ranges and hours
you define. Once in the org, you grant users access to
objects at the profile level. For example, your salespeople need access
to accounts, contacts, and opportunities, and your call center reps need access to accounts,
contacts, and cases. The next layer determines which records users
have access to. For example, the US sales director needs to
see the opportunity records in the US region. And finally, there’s field-level security.
You might have individual fields that contain confidential information, that should only
be seen by certain people. For example, a field that displays commissions should hidden
from our Call Center Reps. Let’s take a look at where these layers
of access are set up within Salesforce. We’re logged into our practice org, AW Computing,
as the administrator. All the tools to give AW Computing the visibility
and data access they need are located in Setup. Organization Access:
To set up IP ranges, Quick Find “Network Access”, or go to the Settings area, to
Security | Network Access. Here we can set up a trusted IP range for
AW Computing. Object Access:
To get users started with access to objects, we’ll create and assign profiles.
Profiles are located in the Administration Setup area, under Users | Profiles
Here’s a list of all standard and custom profiles. You can Clone any existing profile,
such as the Standard profile
And use that as the basis for a new profile, adjusting the apps and system settings as
needed.
To assign a profile, go to the list of Users, located under Users
And edit the user record. Here we’ll assign the Sales Rep profile to Karen Adams, by choosing
it from the list of profiles. Record Access:
To grant users access to records, we’ll set up roles in a role hierarchy.
Let’s use the quick find box to find roles
Looks like the role hierarchy is also in the Administration Setup area, under Users.
Here you can add new roles in the hierarchy, edit or delete existing roles, and assign
roles to users. Field Access:
Access to fields is controlled through field level security. This can be applied in a few
areas here in the Setup pages. Let's say we want the commission field on
Opportunities hidden from our Call Center reps.
One way to set security on this field is to go to Security in the Settings Area
And click Field Accessibility. The commission field is on the opportunities
object, so we click opportunity. We View By Fields
and choose Commission. Here we can see what access each profile has,
and we can click to edit them.
Now you know the places you work in to set up visibility and access to data for everyone
in your company. To learn more about visibility and access
check out all the titles in this video series. You can also search for these topics in Salesforce Help
And come join us on the trail at trailblazer dot salesforce dot com