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 organization itself.
As the administrator, you provide this by creating and activating users, and allowing
them to login from set IP ranges during hours that you define.
Once in the org, you must grant users access to objects.
This is done 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 is field level security.
There may be individual fields that contain information of a confidential nature, that
should only be visible to certain profiles.
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 setup within Salesforce.
We’re logged into our practice org, AW Computing, as the administrator.
All of the functionality related to visibility and access to data is located in the setup
pages.
Organization Access.
To set up IP ranges, we’ll go to the Administration Setup area, to Security Controls | Network
Access.
Here we can set up a trusted IP range for AW Computing.
Object Access.
To get users started with the access they need to objects, we’ll create and assign
profiles.
Profiles are also located in the Administration Setup area, under Manage Users | Profiles
Here you’ll find 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 you’ll go to the list of Users, located under Manage 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.
Lets use the quick find box to find roles
Looks like the role hierarchy is also in the Administration Setup area, under Manage 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.
Lets 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 Controls in the Administration
Setup Area
to Field Accessibility.
Since the discount field is on the opportunities object, we’ll click opportunity.
We’ll view by fields
and choose Commission.
Here we can see what accessibility each profile has, and we can click to edit these settings.
Now you know the main places you’ll be working in, to set up visibility and access to data
for all your users.
For more information on the topic of visibility and access, watch all of the titles in this
video series.
In addition, you can search for these topics in the Help and Training portal.
Thanks for using Salesforce!