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Home > Programming > CRM > Mastering Salesforce CRM Administration
Mastering Salesforce CRM Administration
Mastering Salesforce CRM Administration

Mastering Salesforce CRM Administration: An Advanced Administration Certification Handbook

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Mastering Salesforce CRM Administration

Chapter 2. Security Settings in Salesforce

This chapter starts with a high-level overview of company profile settings, followed by an overview of role hierarchy, profiles and organization-wide default (OWD) in Salesforce, which will help you to brush up the concepts that you will need as an administrator. We will also discuss permission sets, the various ways for an organization to manage users, and the key concepts related to this management. Later, we will go through how you can troubleshoot common business challenges related to record access and field visibility. All these concepts are very important as these are one time setups that will decide how your Salesforce organization will work in accordance with your organization's structure.

The following topics will be covered in this chapter:

  • Using OWD to secure your organization's data
  • Using the sharing rule to grant record access to users
  • Securing record data using field-level security
  • Managing profiles and permission sets...

Company Information setup

In the last chapter, we went through ways of setting up a developer account. Now it's time to move forward to the next step. Company Information contains all basic information about your company, such as local address, fax number and phone numbers.

A business scenario: Universal Containers just brought Salesforce Lightning Unlimited Edition (LUE). Richard Gall has been working as the Salesforce administrator for two years, and he knows how to update the company's basic information, such as the company contact information, the default time zone, and the address.

Just to remind you, once the company has purchased the Salesforce organization, the company has to set up the company profile. Under the heading Setup (gear icon) | Setup | SETTINGS | Company Settings | Company Information, there are various setups available, as shown in the following screenshot:

Company Information setup

At any time, the system administrator can update the company information in Salesforce. The...

The fiscal year and its customization

A fiscal year or financial year is a period used for calculating annual (yearly) financial statements in businesses and other organizations. The system administrator can set the fiscal year for your organization. The fiscal year settings are used to report on the fiscal year timeline.

Salesforce supports two types of fiscal years:

  • Standard fiscal year
  • Custom fiscal year

Standard fiscal year

Salesforce provides the Gregorian calendar as the standard fiscal year calendar by default. But this is not the same for every organization as some organizations use different calendars and need to change the fiscal year start month. For example, our typical business year starts from 1st April and ends on the 31st March of the next year, which follows the standard fiscal year. Standard fiscal years can start on the first day of any month. Additionally, they can be defined whether the fiscal year is based on the start or the end of the selected month.

To set up the standard...

Secure organization data using OWD

Organization-wide default is also known as OWD. This is the base-level sharing and setting of objects in any organization. By using this, you can secure your data so that other users can't access data to which they haven't been allowed access. The following diagram shows the basic record security in Salesforce. In this, OWD plays a key role:

Secure organization data using OWD

It's a base-level object setting in the organization, and you can't restrict the access below this. We will now discuss OWD in Salesforce.

A business scenario: Alok Sinfal is the system administrator at Universal Containers. As per the business requirement, he wants to set the security setting for the lead object so that the user who has created or owns the lead records, as well as users that are higher in the role hierarchy, can access the records.

Before thinking about any solution, you have to think about the OWD because it is the base-level setting to restrict object-level access in Salesforce...

Role hierarchy

Salesforce allows us to control the records access and organization reports using role. In other words, you can use it to control record-level access in Salesforce. It describes how roles connect to each other. It may or may not be exactly akin to your organization hierarchy. A role can have one, more than one, or even no users assigned to it. It is best practice to ensure that every user is assigned a role when they are first added to the system.

Users who are higher in the role hierarchy will be able to see the records of people below them. Users who share the same the role or who are at the same level (for example, the VP of Sales and the VP of Marketing) cannot access each other's records:

Role hierarchy

In the preceding image, the Managing Director can see all the organization records, as they are at the top of the role hierarchy. At the same time the Sales Director and Marketing Head can't see each other's records even though both are at the same level. While the Sales...

Company Information setup

In the last chapter, we went through ways of setting up a developer account. Now it's time to move forward to the next step. Company Information contains all basic information about your company, such as local address, fax number and phone numbers.

A business scenario: Universal Containers just brought Salesforce Lightning Unlimited Edition (LUE). Richard Gall has been working as the Salesforce administrator for two years, and he knows how to update the company's basic information, such as the company contact information, the default time zone, and the address.

Just to remind you, once the company has purchased the Salesforce organization, the company has to set up the company profile. Under the heading Setup (gear icon) | Setup | SETTINGS | Company Settings | Company Information, there are various setups available, as shown in the following screenshot:

At any time, the system administrator can update the company information in Salesforce. The Company Information...

The fiscal year and its customization

A fiscal year or financial year is a period used for calculating annual (yearly) financial statements in businesses and other organizations. The system administrator can set the fiscal year for your organization. The fiscal year settings are used to report on the fiscal year timeline.

Salesforce supports two types of fiscal years:

  • Standard fiscal year

  • Custom fiscal year

Standard fiscal year

Salesforce provides the Gregorian calendar as the standard fiscal year calendar by default. But this is not the same for every organization as some organizations use different calendars and need to change the fiscal year start month. For example, our typical business year starts from 1st April and ends on the 31st March of the next year, which follows the standard fiscal year. Standard fiscal years can start on the first day of any month. Additionally, they can be defined whether the fiscal year is based on the start or the end of the selected month.

To set up the standard...

Secure organization data using OWD

Organization-wide default is also known as OWD. This is the base-level sharing and setting of objects in any organization. By using this, you can secure your data so that other users can't access data to which they haven't been allowed access. The following diagram shows the basic record security in Salesforce. In this, OWD plays a key role:

It's a base-level object setting in the organization, and you can't restrict the access below this. We will now discuss OWD in Salesforce.

A business scenario: Alok Sinfal is the system administrator at Universal Containers. As per the business requirement, he wants to set the security setting for the lead object so that the user who has created or owns the lead records, as well as users that are higher in the role hierarchy, can access the records.

Before thinking about any solution, you have to think about the OWD because it is the base-level setting to restrict object-level access in Salesforce. To achieve this, the...

Role hierarchy

Salesforce allows us to control the records access and organization reports using role. In other words, you can use it to control record-level access in Salesforce. It describes how roles connect to each other. It may or may not be exactly akin to your organization hierarchy. A role can have one, more than one, or even no users assigned to it. It is best practice to ensure that every user is assigned a role when they are first added to the system.

Users who are higher in the role hierarchy will be able to see the records of people below them. Users who share the same the role or who are at the same level (for example, the VP of Sales and the VP of Marketing) cannot access each other's records:

In the preceding image, the Managing Director can see all the organization records, as they are at the top of the role hierarchy. At the same time the Sales Director and Marketing Head can't see each other's records even though both are at the same level. While the Sales Director can...

Sharing rule

To open record-level access for groups of users, role, or role and subordinates outside of the OWD, you can use the sharing rule. The sharing rule is used to open up access; you can't restrict the access using the sharing rule. Salesforce has the following types of sharing rules:

  • Criteria-based sharing rule: If you want to share the records based on the field values in the record, then you have to use a criteria-based sharing rule. For example, let's say you use a lead object to better manage prospects. A criteria-based sharing rule could share all lead records in which the Country field is set to India with all sales reps from APAC. You can have a maximum of 50 criteria-based sharing rules per object.

  • Owner-based sharing rule: If you want to share the records based on the owner of a record, then you have to use an owner-based sharing rule. For example, let's say you use an account object to better manage customers. An owner-based sharing rule could share all account records...

Profiles

Profiles are a way to customize the overall experience of a Salesforce user. Profiles are used to decide the data security by granting object-level permissions and field-level security that decides which fields need to be shown to which specific set of users. Profiles have certain rules or settings that we can set in order to grant or restrict a set of user permissions. The role decides record-level access in Salesforce and the profile decides what users can see in those records, as well as which actions the user can perform.

Different types of profiles

There are two types of profile in Salesforce:

  • Standard: Profiles which come with standard CRM when you purchase a new Salesforce organization. You cannot delete these profiles.

  • Custom: Custom profiles are profiles that we create by cloning the existing Salesforce standard profiles.

The major difference between both the profiles lies in their applicable permissions and settings; administrative permissions, general user permissions, object...

Permission sets

Salesforce allows you assign only one profile to a user, but sometimes it's necessary to assign more than one profile to users based on your business requirements. Through the permission set, you can grant a group of settings and permissions to your users that allows them to access various apps and functions, in addition to the profile. The settings available in these permission sets are similar to those in profiles, but they extend the user's functional access without changing their profiles.

A business scenario: Eric Cordell  is working as Sales Manager West at Universal Containers. As per the initial business requirement, Sales Manager West can only access the opportunity records for an account that belongs to North America. Over the past few years, Eric helped Universal Containers to increase their sales pipeline from $15 million to $40 million. Now Sales Director Merint Mathew wants to grant all opportunities access (either edit or delete) to Eric Cordell, so he can manage...

Field-level security

Until now, we have talked about record-level access; it refers to governing which records are accessible by users, including the OWD and sharing rule. Now we will go a step further and discuss how we can hide key fields from a group of users. Data is very important for any organization; it may contain highly sensitive information, such as bank account details. Salesforce allows you to use field-level security to make fields hidden or read only for a specific profile. There are three ways to set field-level security in Salesforce:

  • From an object field

  • From a profile

  • Field accessibility

From an object field

A business scenario: Alok Sinfal is working as system administrator at Universal Containers. His manager Brigette Hyacinth wants to set the Rating field on the Lead object to be read-only for all users because they have a process created to auto-set the rating for lead objects based on a few fields.

Perform the following steps to solve the preceding business requirement:

  1. Click...

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Key benefits

  • Build your skills and knowledge to crack the Advanced Admin Certification Examination
  • Leverage the advanced administration capabilities of Salesforce and Salesforce1
  • Optimize and extend Sales Cloud and Service Cloud applications

Description

The book starts by refreshing your knowledge of common admin tasks. You will go over Lightning Experience and various security aspects. You will be shown how to implement territory management in your organization and make use of custom objects. From here, the book progresses to advanced configuration, data management, and data analytics before swiftly moving on to setting up advanced organization-wide features that affect the look and feel of the application. Extend the capabilities of your organization’s Salesforce implementation by optimizing and extending Sales Cloud, Salesforce1, and Service Cloud applications. This guide will equip you with the tools you need to build a successful career in Salesforce.

Who is this book for?

This book is written for Salesforce admins who are looking to gain an in-depth knowledge of the Salesforce platform and grow their value in their organization. It will teach them to implement and design advanced business process automation for the benefit of their organization.

What you will learn

  • Adopt Lightning Experience to improve the productivity of your organization's sales team
  • Create and maintain service entitlements and entitlement processes
  • Process Builder basic and advanced concepts
  • Different ways to deploy applications between environments
  • Best practices for improving and enriching data quality
Estimated delivery fee Deliver to United States

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Publication date, Length, Edition, Language, ISBN-13
Publication date : Mar 27, 2017
Length: 412 pages
Edition : 1st
Language : English
ISBN-13 : 9781786463180
Vendor :
Salesforce
Category :
Programming
Concepts :
CRM
Tools :
Salesforce

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Publication date : Mar 27, 2017
Length: 412 pages
Edition : 1st
Language : English
ISBN-13 : 9781786463180
Vendor :
Salesforce
Category :
Programming
Concepts :
CRM
Tools :
Salesforce

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Table of Contents

12 Chapters
1. A Deep Dive into the Salesforce Lightning Experience Chevron down icon Chevron up icon
1. A Deep Dive into the Salesforce Lightning Experience
Getting started with Lightning Experience
Salesforce Lightning Editions
Creating a Salesforce developer account
Enabling the Lightning Experience for users
The Lightning Experience for end users
Types of objects and fields in Salesforce
Types of relationship in Salesforce
A few points to remember
Test your knowledge
Summary
2. Security Settings in Salesforce Chevron down icon Chevron up icon
2. Security Settings in Salesforce
Company Information setup
The fiscal year and its customization
Secure organization data using OWD
Role hierarchy
Sharing rule
Profiles
Permission sets
Field-level security
Viewing Setup and Audit Trail
A few points to remember
Test your knowledge
Summary
3. Territory Management Chevron down icon Chevron up icon
3. Territory Management
Introduction to Territory Management
Difference between role hierarchy and territory hierarchy
Difference between Territory Management and Enterprise Territory Management
Enterprise Territory Management key concepts
Configuring Enterprise Territory Management
A few points to remember
Test your knowledge
Summary
4. Extending Salesforce with Custom Objects and Applications Chevron down icon Chevron up icon
4. Extending Salesforce with Custom Objects and Applications
Creating custom objects
Creating custom fields
Creating custom tabs
Creating Lightning apps
Creating Lightning record pages
Improving the data quality
A few points to remember
Test your knowledge
Summary
5. Getting More Value from Sales Cloud Chevron down icon Chevron up icon
5. Getting More Value from Sales Cloud
Campaign management
Lead management
Account management
Contact management
Managing product and price books
Opportunity management
Quote management
Collaborative forecasts
A few points to remember
Test your knowledge
Summary
6. Increasing Service Agent Productivity by Using Service Cloud Chevron down icon Chevron up icon
6. Increasing Service Agent Productivity by Using Service Cloud
Case management
Escalation rule
Entitlement management
Knowledge management
Live agent
A few points to remember
Test your knowledge
Summary
7. Optimizing Business Processes with Visual Workflow and Approval Processes Chevron down icon Chevron up icon
7. Optimizing Business Processes with Visual Workflow and Approval Processes
Business problems
Benefits of Visual Workflow
Overview of the Visual Workflow life cycle
Overview of Cloud Flow Designer
Overview of Visual Workflow building blocks
Creating a calculator to display the summation of two numbers
Approval process
A few points to remember
Summary
8. Automating Complex Business Processes Chevron down icon Chevron up icon
8. Automating Complex Business Processes
Process Builder overview
Difference between Process Builder and other tools
Creating applications with Process Builder
Time-dependent actions from Process Builder
A few points to remember
Summary
9. Analyzing Productivity with Reports and Dashboards Chevron down icon Chevron up icon
9. Analyzing Productivity with Reports and Dashboards
Understanding report types
Different types of report formats
Categorizing report data with bucketing
Dashboard component and its types
Reporting snapshot
A few points to remember
Test your knowledge
Summary
10. E-mail and Mobile Administration Chevron down icon Chevron up icon
10. E-mail and Mobile Administration
Deliverability
Compliance BCC e-mail
E-mail to Salesforce
Overview of the SalesforceA mobile application
Overview of the Salesforce Authenticator application
Overview of the Salesforce1 mobile application
A few points to remember
Test your knowledge
Summary
11. Different Ways of Deploying an Application between Environments Chevron down icon Chevron up icon
11. Different Ways of Deploying an Application between Environments
Deploying using change sets
Deploying using Force.com IDE
Deploying using packages
Deploy using Force.com Migration Tool
A few points to remember
Test your knowledge
Summary
12. Basics of Apex and Visualforce Page Chevron down icon Chevron up icon
12. Basics of Apex and Visualforce Page
Introducing Apex
Introducing a Visualforce page
A few points to remember
Test your knowledge
Summary

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Rating distribution
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3 star 12.5%
2 star 0%
1 star 37.5%
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E. White Mar 07, 2018
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Every Salesforce Administrator should read this book. Great tips and insights. Also a great “Getting More Value from Sales Cloud” chapter.
Amazon Verified review Amazon
Steve Brooke Feb 28, 2018
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Great product
Amazon Verified review Amazon
Amazon Customer Apr 30, 2017
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Nice and clear Admin handbook from Mr Gupta. I am a Salesforce Consultant of 7 years and discovered his blogs some time ago and found them very useful. So this is a great reference book, particularly for those struggling with the change to Lightning.
Amazon Verified review Amazon
Coreen Raterman May 21, 2018
Full star icon Full star icon Full star icon Full star icon Empty star icon 4
I only wish there were some way to find the correct answers to the "test your knowledge" questions , the answers are sometimes tricky or not clearly written in the chapter.
Amazon Verified review Amazon
Robby Sep 21, 2019
Full star icon Full star icon Full star icon Empty star icon Empty star icon 3
At the end of the chapters there is a chapter review Q & A section, only there are no answers to the questions! Hilarious! Also, most of the questions were not covered in the previous chapter(s)! I wonder if the author was stoned when he wrote and proofed the book. Additionally, the book asks you to perform certain actions that are not discussed in the chapter, for instance, page 46 #2 states: "Now create a public group Global Sales and add users as per the business requirement... Only this was not discussed. That all said, for the price it's a toss up (buy or don't buy). The only thing that tilts the scale in favor of buying the book is there's nothing else... Sad. Now, I know writing a book isn't easy and I feel bad for bagging on this authors work, but hey, money is money and if you're going to write a book, do it right. Message to the author; stay focused and be more thorough.
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Nov 2022 384 pages
Full star icon 4.9 (11)
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50 Algorithms Every Programmer Should Know
50 Algorithms Every Programmer Should Know
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Sep 2023 538 pages
Full star icon 4.5 (67)
eBook
eBook
  • eBook eBook $9.99
  • Paperback Paperback $49.99
$9.99 $39.99
$49.99
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About the author

Profile icon Gupta
Gupta
Rakesh Gupta is best known as an automation champion in the Salesforce ecosystem. He has written over 150 articles on Visual Workflow and Process Builder to show how someone can use Visual Workflow and Process Builder to minimize code usage. He is one of the Visual Workflow and Process Builder experts in the industry. He has trained more than 700 individual professionals around the globe and conducted corporate training. Currently, Rakesh is working as a Salesforce solution architect consultant.
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What is the delivery time and cost of print book? Chevron down icon Chevron up icon

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Premium: Trackable delivery to most addresses in the U.K. within 3-4 business days!
Add one extra business day for deliveries to Northern Ireland and Scottish Highlands and islands

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Australia:

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Trackable service with delivery to addresses in Australia only.
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Premium: Delivery to addresses in Australia only
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Premium: Countries in the American continent: Trackable delivery to most countries within 4-7 business days

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Disclaimer:
All orders received before 5 PM U.K time would start printing from the next business day. So the estimated delivery times start from the next day as well. Orders received after 5 PM U.K time (in our internal systems) on a business day or anytime on the weekend will begin printing the second to next business day. For example, an order placed at 11 AM today will begin printing tomorrow, whereas an order placed at 9 PM tonight will begin printing the day after tomorrow.


Unfortunately, due to several restrictions, we are unable to ship to the following countries:

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  2. American Samoa
  3. Belarus
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The orders shipped to the countries that are listed under EU27 will not bear custom charges. They are paid by Packt as part of the order.

List of EU27 countries: www.gov.uk/eu-eea:

A custom duty or localized taxes may be applicable on the shipment and would be charged by the recipient country outside of the EU27 which should be paid by the customer and these duties are not included in the shipping charges been charged on the order.

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Return Policy:

We want you to be happy with your purchase from Packtpub.com. We will not hassle you with returning print books to us. If the print book you receive from us is incorrect, damaged, doesn't work or is unacceptably late, please contact Customer Relations Team on customercare@packt.com with the order number and issue details as explained below:

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  2. Sadly, if your eBook or Video file is faulty or a fault occurs during the eBook or Video being made available to you, i.e. during download then you should contact Customer Relations Team within 14 days of purchase on customercare@packt.com who will be able to resolve this issue for you.
  3. You will have a choice of replacement or refund of the problem items.(damaged, defective or incorrect)
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On the off chance your printed book arrives damaged, with book material defect, contact our Customer Relation Team on customercare@packt.com within 14 days of receipt of the book with appropriate evidence of damage and we will work with you to secure a replacement copy, if necessary. Please note that each printed book you order from us is individually made by Packt's professional book-printing partner which is on a print-on-demand basis.

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What is the delivery time and cost of print books? Chevron down icon Chevron up icon

Shipping Details

USA:

'

Economy: Delivery to most addresses in the US within 10-15 business days

Premium: Trackable Delivery to most addresses in the US within 3-8 business days

UK:

Economy: Delivery to most addresses in the U.K. within 7-9 business days.
Shipments are not trackable

Premium: Trackable delivery to most addresses in the U.K. within 3-4 business days!
Add one extra business day for deliveries to Northern Ireland and Scottish Highlands and islands

EU:

Premium: Trackable delivery to most EU destinations within 4-9 business days.

Australia:

Economy: Can deliver to P. O. Boxes and private residences.
Trackable service with delivery to addresses in Australia only.
Delivery time ranges from 7-9 business days for VIC and 8-10 business days for Interstate metro
Delivery time is up to 15 business days for remote areas of WA, NT & QLD.

Premium: Delivery to addresses in Australia only
Trackable delivery to most P. O. Boxes and private residences in Australia within 4-5 days based on the distance to a destination following dispatch.

India:

Premium: Delivery to most Indian addresses within 5-6 business days

Rest of the World:

Premium: Countries in the American continent: Trackable delivery to most countries within 4-7 business days

Asia:

Premium: Delivery to most Asian addresses within 5-9 business days

Disclaimer:
All orders received before 5 PM U.K time would start printing from the next business day. So the estimated delivery times start from the next day as well. Orders received after 5 PM U.K time (in our internal systems) on a business day or anytime on the weekend will begin printing the second to next business day. For example, an order placed at 11 AM today will begin printing tomorrow, whereas an order placed at 9 PM tonight will begin printing the day after tomorrow.


Unfortunately, due to several restrictions, we are unable to ship to the following countries:

  1. Afghanistan
  2. American Samoa
  3. Belarus
  4. Brunei Darussalam
  5. Central African Republic
  6. The Democratic Republic of Congo
  7. Eritrea
  8. Guinea-bissau
  9. Iran
  10. Lebanon
  11. Libiya Arab Jamahriya
  12. Somalia
  13. Sudan
  14. Russian Federation
  15. Syrian Arab Republic
  16. Ukraine
  17. Venezuela