In a corporation, different sorts of data are accessible by differing types of users. Salesforce has the mechanism to limit the info access within the platform to both individual users also as groups of users. there’s a versatile but layered sharing model that creates it easy to assign different data sets to different sets of users. Also, the access are often defined at the extent of organization, objects, fields, or individual records.

Levels of knowledge Access

In this blog, we’ll discuss the various levels of Data Access. There are four levels of Data access.

Organization Level

It is created by maintaining an inventory of authorized users, setting password policies, and limiting login access to certain hours and certain locations.

Objects Level

It is done by setting permission on a specific object by allowing selective viewing, editing or deleting of any object therein record.

Fields Level

It is wont to restrict access of users to certain fields even when the user has access to the thing containing the sector.

Records Level

This access level permits the user to access only certain records of an object.

In this chapter, we are getting to specialise in Control Access to the Organization using the three mechanisms described below.

Create and Manage Users

The administrators can create one or many users using the Admin Interface. Navigate to setup home → Administration → Users. It shows the choices for adding one user or many.

Different Levels of Data Access in Salesforce

It further asks for details of every users like Name, email Address, Role, Profile, etc. On filling those details, the users get created.

Set Password Policies

Password policies ask the way the passwords are managed within the organization. for instance , setting the expiry date of a password, the complexity requirement of a password then on. of these options are customizable and that we also can control the lock of policies. These password policies are set by navigating to setup home → Security → Password Policies.

Restricting Access from IP Address

This is another security which allows only specific range of IP addresses to access the Salesforce platform of the organization. But if a legitimate user accesses the restricted page outside the trusted IP range then the system asks for extra challenge questions which should are already configured. this is often set by navigating to setup home → Security → Network Access.

Salesforce – Control Access Objects

The access restriction for various objects is managed by using profiles and permissions. the sort of access (view, edit, create, etc.) also can customized thorough this mechanism. A user can have just one profile, but can have multiple permission sets. So through profiles the minimum basic permissions for the chosen objects is granted while, through permission sets additional permissions beyond the profile are often granted.

Let us now see the small print of the profiles creation and granting permission to know how the thing access is managed.

User Profiles

Profiles are created to deal with the wants of a specific business function. for instance , the HR department needs a profile which can have access to figure history, medical record and attendance of employees. While the finance department will need profile which can access the attendance and remuneration details of an employee. Now counting on the user’s job role, the profile is attached to the user. just one profile are often allocated for a user.

Creating a Profile

Go to the link path Setup Home → Users → Profiles. you’ll see some existing profiles which are pre-built within the salesforce platform. we will create new profiles by cloning the prevailing profiles and customizing them further supported our requirements.

Let us now see an existing profile named the quality user. It shows all the kinds of settings available to the present profile. for instance , we will set object permissions for both standard objects also as custom objects. we will also set different administrative permissions and general user permissions then on.

In order to regulate the permission to every of the objects through this profile, we will scroll down and find the list of both standard objects and custom objects. Here we will use the check boxes to customize the thing access.

Assigning a Profile

Once a replacement profile has been created, it are often assigned to users by getting to the link path Setup Home → Users → Users. Now click on the edit to the left of the user name. you’ll be directed to a replacement window where in, you’ll change the profile from the dropdown.

Permission Sets

Permission sets are additional access given to a user on some objects which aren’t covered through their profiles. So it just extends users access to some objects supported their profiles. for instance, when a replacement custom object is made, we create a permission set for those objects and fasten those permission sets to the users who will need access to those objects. an equivalent logic applies once we want to grant temporary access to specific objects for a user.

Creating a Permission Set

We create a permission set by getting to the link path Setup Home → Users → Permission Sets. Click on the New button to make a replacement permission set.

Once created, we will edit the permission set and choose Object Settings. Here we will see the list of objects and therefore the level of access to those objects. we will edit the access types for every of those objects.

Salesforce – Control Access Fields

There are scenarios during which we grant access to an object to a user but we also want to limit the access to certain fields of that object. So using field level security, we will control the user’s access to ascertain , edit or delete certain fields of an object.

Field level access settings are achieved in two ways −

Edit one permission set or profile containing all the fields which require access restriction.
Edit permission on one field to be applied in multiple profiles.

Example

To give edit access to the sector DeliverySchedule on the thing DeliveryLocations, we attend the permission set named CourierObjects which we created within the last chapter. Then attend the thing settings and choose the thing named DeliveryLocations. Click Edit and choose the sector wherein, we’d like to line the permission.

To set the sector permission for one field across all profiles we open the thing through schema builder then right click on the precise field, choose Manage Field Permissions. we’ll now get the choice to line the sector permissions for several profiles for this single field.

Salesforce – Control Access Records

In this blog, we’ll study the Control Access Records in Salesforce. repeatedly, beyond the access restriction for the objects and fields, we also got to restrict access to certain records of an object. this needs fixing of access restriction for a user supported the values within the records.

Record Ownership

A unique feature of Salesforce is that the ownership of each stored record. Every record in every object features a field which marks the ownership of that record. A user who needs access to the present record becomes a part of the profile which is same because the profile of the owner of that record.

Restriction Mechanism

Access is granted at multiple levels like Object, Field and Records. Conflicts might come up between the access levels. There could also be a read access on a record but the thing containing it’d not have read access for a user. In such case, the access type which is more restrictive (gives less access) are going to be applied. So, a record without access permission will remain inaccessible even when the thing containing it’s accessible and an Object without access permissions will remain inaccessible even when it’s some records to which the user has read access.

Record Sharing Mechanism

The Salesforce platform provides four distinct mechanisms to share the records of an object with the users.

Organization-wide defaults
Manual sharing
Role hierarchies
Sharing rules

Organization-wide defaults

In this mechanism, a minimal access level is made and granted to all or any the users. So every user who is a component of the organization, gets access to those records. Then, the access for extra records is customized by clubbing the users into role hierarchies, sharing rules and also through manual sharing with each of the user.

There are four sorts of sharing models which implement the organization-wide default settings.

Sr.No	Settings & Result
1	Public Read/Write All users can view, edit, and report on all records.
2	Public Read Only All users can view and report on records but not edit them. Only the owner, and users above that role within the hierarchy, can edit those records.
3	Private Only the record owner, and users above that role in the hierarchy, can view, edit, and report on those records.
4	Controlled by Parent A user can perform an action (such as view, edit, or delete) on a contact supported whether he or she can perform that same action on the record related to it.

Manual Sharing

In this access model, the record owners give the read and edit permissions to specific users. So it’s a manual process during which individual or group of records are handled by the record owners. this is often to be finished each user profile that needs the access.

In our subsequent chapters, we’ll discuss role hierarchies and sharing rules.

So, this brings us to the end of blog. This Tecklearn ‘Different Levels of Data Access in Salesforce’ blog helps you with commonly asked questions if you are looking out for a job in Salesforce. If you wish to learn Salesforce and build a career in Salesforce domain, then check out our interactive, Salesforce Certification Training: Admin 201 and App Builder, that comes with 24*7 support to guide you throughout your learning period. Please find the link for course details:

https://www.tecklearn.com/course/salesforce-certification-training-admin-201-and-app-builder/

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What you will Learn in this Course?

Salesforce Fundamentals

Introduction to CRM concepts and Cloud computing
Salesforce.com Overview and Fundamentals
Understanding Salesforce Platform

Understanding Salesforce Platform

Understanding Salesforce Terminologies and Introducing the force.com platform
Understanding Salesforce Metadata and API
Describe the capabilities of the core CRM objects in the Salesforce schema
Identify common scenarios for extending an org using the AppExchange
About Salesforce Certification

Introduction to Sales Cloud

Sales Cloud
Sales Process
Sales Productivity Features
Lead Management
Lead auto response
Lead assignment
Web to lead
Accounts and Contacts Management
Opportunities
Campaign Management

Security Model, User Management and Its Features

Security Model Mind Map
System Level or Org Level Security
User Administration and Troubleshooting
Permission Sets
Profile Management
User Actions
Assigning Permission
Session settings
Activations
Page layout assignment
Tab setting
Field level security

Object, Record and Field Level Features

Custom Object
Custom Field
Data Types
Relationship among Objects
Working with App and Tabs

Data Handling and Processing

Data Import and Export with Salesforce
Insert, Update and Delete Data with Salesforce
Export Data with UI
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Deployment

SandBox
Moving Data from SB to Production – Deployment
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Change Sets
Types of Change Sets

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Sandboxes
Change Sets
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Reports and Dashboards

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Salesforce Development and Apex Programming

Apex Programming
Apex Classes
Apex Settings
SOQL – Salesforce Object Query Language
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Apex Triggers
Apex Testing
Access Specifier in Salesforce
Testing

Lightning in Salesforce

Lightning Components
Lightning Component Capabilities
Lightning Components vs. Visualforce

Visual Force in Salesforce

Standard Visualforce controller and controller extensions,
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Understanding the MVC Pattern
Tools for Visualforce Development
Visual Force Components

WorkFlows in Salesforce

Work Flows in Salesforce
Types of Work Flows
Work Flows Rules

About Preparation of Salesforce 201 and App Builder Certification exams

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