Given the vast amount of data Salesforce handles, it is crucial to configure data access properly to prevent unauthorized access. But what if you need to grant additional access? That is where permission sets come in: empowering you, the Salesforce administrator, with a secure and efficient solution to granting “extra” access.
Think of profiles as the standard uniforms all your users wear in Salesforce. They define the basic access and settings for each user. Now, imagine permission sets as versatile tools in a toolbox that some users can use on top of their uniform, giving them extra powers and making them more efficient without changing their basic profile. Still unclear?
What are Permission Sets in Salesforce?
Permission sets in Salesforce provide additional access to users beyond their profile permissions. They allow administrators to grant specific permissions without modifying the core user profile, offering a flexible way to manage individual access to features, objects, and apps.
A Metaphor to Explain Permission Sets
Imagine a group of five men dressed in the same attire: a shirt and a pair of trousers. However, two of them want to go to a nearby casino but can't enter without shoes. Luckily, you have an extra pair of shoes you lend them, allowing them to access the casino. The shirt and pants represent their basic profile, but the boots grant them additional qualities and offer them extra access, which would be permission sets in Salesforce lingo.
How to Access Permission Sets in Salesforce
Navigate to the set-up feature of your Salesforce org.
Type “Permission” on the Quick Find box and click “Permission Sets”.
To create your new permission set, all you need to do is click the “New” button.
Name Your Permission Set
Naming permission sets is a common practice in Salesforce. When creating a new permission set, it is important to give it a descriptive name and specify which licenses the set will be transferred to.
To fully understand the next step, consider the initial stage of creating the permission as creating a “bag.” The next step, where you get to select the special permission you want for these users, will be the values in the “bag.”
You can set as many as you want from an array of permissions on the list. This interface is similar to the one you see when editing an object’s permission directly from the profile. Remember, permission sets are just like profiles. While profiles are the default permissions, permission sets are custom permissions that give additional permissions to a user.
Add Assignment
To complete your permission set, you need to assign it to one or more users. To assign users to a permission set, follow these steps:
Click the “Manage Assignment” button next to the “Edit Properties” option, as the screenshot displays.
On the next page, click “Add Assignment”.
Select the user to whom you want to assign the permission set.
Finally, click on “Next” and then “Assign” to complete the process.
Best Practices
Before assigning a permission set to a user, ensure that the user has a profile that allows the permission set to be assigned to them. Not every profile permits the assignment of permission sets (for example, Chatter Free User).
When giving object permission, be careful not to provide “view all” and “modify all” permissions by mistake. Such a mistake can be a grave one for the org, as these two give general access to every object, even those that do not concern certain users.
Profile vs Permission Sets in Salesforce: What's the Difference?
In Salesforce, profiles and permission sets both manage user access, but they serve different purposes. Profiles define the baseline permissions for a user, such as access to objects and settings. Permission sets, on the other hand, allow you to grant additional access on top of what the profile permits, without changing the core profile itself.
Aspect
Profiles
Permission Sets
Purpose
Baseline access and settings for users
Additional access beyond what’s set in profiles
Assignment
One profile per user
Multiple permission sets can be assigned per user
Scope
Defines broad permissions and access
Adds specific permissions without altering the profile
Flexibility
Less flexible—cannot be customized per user easily
Highly flexible—grants specific access as needed
While profiles provide the foundation for user permissions, permission sets allow for more granular and flexible control, enabling IT admins to tailor access without modifying profiles.
Types of Permission Sets in Salesforce
Salesforce offers a variety of permission sets designed to control access without needing to modify user profiles. Here's a quick rundown of the types available and how they can help you manage permissions effectively:
Custom Permission Sets Built by admins to assign specific permissions based on unique user roles or tasks.
Customize access without altering profiles.
Great for tailoring permissions to roles across departments, like contract managers or customer service reps.
Standard Permission Sets Pre-configured by Salesforce to cover typical permissions for certain features.
Saves time with ready-made permissions for common needs.
Ideal for enabling access to core features like Chatter or Sales Cloud.
Integration Permission Sets Controls data access for Salesforce integrations, with permissions that can vary depending on the integration.
Manages data flow securely between Salesforce and third-party apps.
Customizable in some cases, depending on the integration's requirements.
Managed Permission Sets Comes with managed packages and is controlled by package providers—so you can’t change them.
Provides built-in access to specific third-party app features.
Ensures users have the right permissions without extra configuration.
Session-Based Permission Sets Applies only during certain sessions, like mobile or API sessions, adding a layer of security.
Grants temporary access tied to specific session types or devices.
Useful for restricting access to certain features on the go.
Permission Set Groups Combines several permission sets, streamlining the assignment process for users needing multiple permissions.
Groups related permissions for easy management.
Reduces the hassle of managing individual permissions for complex roles.
Summary of Salesforce Permission Set Types
Permission Set Type
Description
Typical Use Case
Purpose
Baseline access and settings for users
Additional access beyond what’s set in profiles
Custom Permission Set
Created by admins for specific roles or tasks.
Assign task-specific permissions across departments.
Standard Permission Set
Pre-built by Salesforce, covering standard features.
Quick setup for standard features like Chatter.
Integration Permission Set
Manages data access for integrations, with flexible settings.
Controls permissions for third-party data exchanges.
Managed Permission Set
Provided with managed packages, not editable.
Grants access to packaged app features.
Session-Based Permission Set
Allows conditional access during specific sessions.
Temporary access tied to sessions like mobile or API.
Permission Set Groups
Groups multiple sets for easy management and assignment.
Simplifies complex permissions management.
This structure lets you dial in precise access for Salesforce users. Whether it’s a custom setup or a pre-made configuration, these permission sets provide the flexibility to meet your organization’s specific needs.
Conclusion
Permission sets are crucial in securing data in your organization; spend enough time as an administrator practicing the permission set assignment, and you will become a “Permission Set Specialist.”
FAQ:
How to Create Permission Sets in Salesforce
Go to Setup in Salesforce and search for Permission Sets.
Click New to create a new permission set.
Name the permission set and specify any relevant licenses.
Add the necessary permissions and save.
This process lets you create custom access settings beyond the standard user profile permissions.
What are Permission Set Groups in Salesforce, and how do they work?
Permission Set Groups let you combine multiple permission sets into one, making it easier to manage permissions for users who need access to different areas.
Simplifies assignments by grouping sets for easier management.
Keeps permissions consistent across multiple users.
Great for complex roles that span different departments.
With Permission Set Groups, you can easily handle complex permission needs without manually managing each set.
Can Permission Sets be assigned to users with any profile in Salesforce?
Yes, you can assign Permission Sets to users with any profile, giving extra permissions as needed. This way, you can give users extra access quickly, without the hassle of altering their main profile.
