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Welcome to Permission Sets: part of the Who Sees What series on data visibility and access
in Salesforce. In this video, we’ll show you how permission
sets can extend a user’s access and permissions, and how to create and assign permission sets.
In Salesforce, permissions and access settings specify what users can do within an organization.
Profiles give access to objects, tabs, fields, and many other functions.
Every user is assigned one profile. Typically, a profile provides access for the general
functions that a type of user performs. But what if some users need access to additional
objects and settings, and you don’t want to grant that access to everyone with the
profile?
Permission sets take you above and beyond profile settings, so you can grant permissions
and access only to the users who need it. A permission set is a collection of permissions
and settings that give users access to objects and functions. Permission sets hold many of
the settings found in profiles, like object and field permissions, tab settings, app settings,
and user permissions. So what’s the difference? While users have
only one profile, they can have many permission sets, so you can grant additional access without
changing profiles. For example, let’s say you create a custom
Sales User profile that gives your sales reps Read, Create, and Edit access to leads.
Some of your sales reps also need to delete leads, and transfer some leads to other users.
You don’t want all of your reps to have these permissions, so it doesn't make sense
to change the Sales User profile. Instead, you create a permission set that
grants additional permissions and assign it to the users who need it.
Let’s go to our practice org for AW Computing to see how this works.
From the Setup menu, we go to Manage Users, Permission Sets. Then click New.
We enter a label and API name. For the description, it’s a good idea to name the permissions
and settings that will be enabled in the permission set.
The permission set user license must match the user license of the users who will get
this permission set. Our users have the Salesforce license, so we select Salesforce.
The permission set overview page has two major sections for app and system settings.
App settings specify app-related access settings, like
assigned apps objects, tabs, and fields
and app-specific permissions. Let's go to Object Settings.
Here you see a summary of object permissions, fields, and tab settings for this permission
set. As you can see, we haven’t enabled any permissions yet.
We click Leads. The object page lists the tab settings, record
type assignments, object permissions, and field permissions for the object.
We click Edit. Under Object Permissions, select Delete. Since
Read and Edit are required for Delete, those permissions are automatically enabled as well.
Now Save. Now we'll enable the "Transfer Leads" permission,
which is on another page. There are a few ways to get to another page.
One is to click the down arrow next to the page name and select the page you want.
Transfer Leads is an app permission, so we select that section.
You can also quickly switch to another page using the Find Settings box.
As you type a permission or setting name, suggestions that match your search terms appear,
grouped by category. Now we enable "Transfer Leads".
Great! Now that we’ve enabled the permissions we need for our permission set, let’s assign
it to our users. We click Manage Assignments.
Click Add Assignments. As with other Salesforce list views, you can
select a specific list view, or create your own. We’ve created a list of users with
the Sales Users profile, so we'll select that one.
Now we select the users who need this permission set, and assign it.
The Assignment Summary page shows what we've just done.
On the Assigned Users page, we see which users have this permission set.
If you ever need to remove someone from a permission set, just select them and click
Remove Assignments. The Remove Assignments button is only active
when at least one person is selected. You can also assign permission sets to individual
users from their user detail page. This is especially useful if you need to assign multiple
permission sets to a single user. Let's go to Kathy Cooper's user detail page.
The Permission Set Assignments related list is just below the user details.
To add permission sets to Kathy, we Edit Assignments, and add or remove permission sets as needed.
Let's log in as Kathy now to verify that she has the permissions we've assigned her.
Let's look at her Leads tab. Kathy can delete leads...
And she can transfer a lead to a new owner. We also assigned Kathy the Delete Contacts
permission set, so we'll check contacts as well.
Easy, huh?! In just a few minutes, we've given these users only the permissions they needed,
without changing any profiles.
Permission sets give you flexibility and control over user permissions and access settings.
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