SALESFORCE
ADMIN
SALESFORCE ADMIN
CONCEPTS
👤 USER MANAGEMENT IN SALESFORCE
📘 TODAY WE BEGIN WITH A POWERFUL AND ESSENTIAL TOPIC FOR EVERY SALESFORCE
ADMINISTRATOR – MANAGING USERS!
💼 SALESFORCE USER MANAGEMENT
01 What is a User in Salesforce?
A User is anyone who can log into Salesforce.
Each user has:
📧 Username (must be in email format)
🔐 Password
🪪 User License
🧩 Profile
👔 Role (optional)
🛠️ 2. HOW TO CREATE A USER?
🪪 3. WHAT IS A USER LICENSE?
User License defines which features of Salesforce a user can access.
Examples:
💼 Salesforce License – Full CRM access
🧩 Salesforce Platform – Limited features
💬 Chatter Free – Only Chatter
🔒 Each user must have one license to log in.
Objective nº 1 Objective nº 2 Objective nº 3
🧩 4. WHAT IS A PROFILE?
A Profile defines what a user can do in [Link] access to objects,
fields, tabs, etc.
Controls access to:
📁 Objects (Accounts, Contacts, etc.)
🔠 Fields (Field-level security)
🧮 Record Types
📂 Tabs & Apps
📌 One user = One profile
🧠 Every user must have one profile.
🛠️ HOW TO CREATE A PROFILE
✅ Example:
👤 User: Riya Sharma
Assigned Profile: Sales User
Access: Leads, Opportunities, Reports
💡 Tip:
Use Permission Sets for extra access instead of creating too many profiles.
👥 HOW TO ASSIGN A PROFILE TO A USER
⚙️ Go to Setup → Users
✏️ Click Edit on a user
🔽 Choose Profile from the dropdown
💾 Click Save
✅ Example:
👤 User: Riya Sharma
Assigned Profile: Sales User
Access: Leads, Opportunities, Reports
🛡️ WHAT IS A PERMISSION SET ?
A Permission Set is used to give extra access to users without changing
their Profile.
📌 One user = One profile
➕ Multiple permission sets = More flexibility
🛠️ When to Use Permission Sets
🔑Need to give API access to some users
🧱Allow Create/Edit access to one object only
🧪Provide temporary access for testing or training
👥 Example Scenario
👤 Riya has Profile = Sales User
🚫 Her profile can’t access Reports
✅ Add a Permission Set = “Report Access
🎯 Now she can view and create reports
🛠️ HOW TO CREATE A PERMISSION SET
🔗 ASSIGNING PERMISSION SET TO USER
🔐 SALESFORCE SECURITY & ACCESS (ADMIN GUIDE)
Salesforce uses multi-layered security to control who can access what in the org — from login
JANUARY
level to field level.
🧱 1. Org-Level Security
🔑 Login Access: Controls who can log in
✅ Username & Password
📍 IP Ranges – Allow logins only from specific IPs
🕐 Login Hours – Restrict login times for users
🧠 Used to protect access at the organization level
🔐 SALESFORCE SECURITY & ACCESS (ADMIN GUIDE)
🧩 2. Object-Level Security
JANUARY
Controls access to entire objects like Account, Contact, Lead.
🔹 Profiles – Grant Create, Read, Edit, Delete (CRED) permissions
🔸 Permission Sets – Add extra permissions without changing the profile
📌 Example:
User can view Leads but cannot edit them.
🧠 Used to restrict or allow actions on entire objects
🔐 SALESFORCE SECURITY & ACCESS (ADMIN GUIDE)
🔠 3. Field-Level Security JANUARY
Controls access to specific fields within an object.
🔒 Use Profiles or Permission Sets to:
✅ Visible 🔍
❌ Read-Only
❌ Hidden
📌 Example:
Hide Salary field from sales reps.
🧠 Used for sensitive data protection
🔐 SALESFORCE SECURITY & ACCESS (ADMIN GUIDE)
📁 4. Record-Level SecurityJANUARY
Controls who can see individual records.
✅ OWD (Org-Wide Defaults) – Set default record visibility
🔄 Role Hierarchy – Higher roles can see lower roles’ data
🔐 Sharing Rules – Share records based on conditions
👥 Manual Sharing – Share a single record manually
📌 Example:
Only owner can view the record, unless shared.
🧠 Used to define record visibility inside teams or across
departments
🔐 SALESFORCE SECURITY & ACCESS (ADMIN GUIDE)
🛡️ 5. Other Security Features
🔄 Two-Factor Authentication (2FA) – Adds extra login security
🔐 Session Timeout – Auto logout after inactivity
📈 Login History – Tracks user login attempts
🧾 Audit Trail – Logs changes in setup & config
🔒 IP Whitelisting – Prevents access from unknown networks
👤 5. Profile vs Role (Very Important)
🔍 Profile 👁️ Role 03
Controls object, field access Controls record visibility
Mandatory for every user Optional but recommended
Defines “what you can do”
02
Defines “what you can see” 01
💡 Interview Tips:
🔒 Use Profiles or Permission Sets to:
What’s the difference between Profile and Permission Set?
What is OWD and where is it set?
How do you give a user edit access on one object without changing the profile? → Permission
Set
Can roles control object access? → ❌ No, only record visibilit
How to hide a field from a user? → Field-Level Security
👥 Roles, Public Groups & Queues in Salesforce
🧑💼 1. Roles
A Role defines what records a user can see or access based on a hierarchy.
✅ Higher role = Can view lower role’s records 🧱 Example:
❌ Lower role = Can’t see upper role’s records
👑 CEO
🧭 Controls record-level access ↓
📊 Based on role hierarchy 🧑💼 Sales Director
↓
📌 Used in Sharing Rules, Reports, and OWD 👨💼 Team Manager
↓
👨💻 Sales Rep
👥 2. Public Groups
A Public Group is a collection of Users, Roles, or Other Groups used for:
👤 A group of Users, Roles, or Other Groups
📌 Used in:
📂 Folder Access 🛠️ Create Steps:
📨 Email Alerts ⚙️ Go to Setup
↓
🔐 Sharing Rules 🔍 Search "Public Groups"
↓
➕ Click "New"
↓
🏷️ Enter Group Name
↓
👥 Add Users / Roles
↓
💾 Click Save
📌 Use for: Sharing Rules, Reports, Email Alerts
📨 3. Queues
📤 A Queue is a shared place where records (like Leads or Cases) are stored for a team
to work on.
✅ Any member can take ownership
🛠️ Create Steps: Queue
🔁 Great for team collaboration ⚙️ Go to Setup
↓
📌 Used for: 🔍 Search "Queues"
↓
🧾 Leads ➕ Click "New"
↓
📁 Cases 🏷️ Enter Queue Name
📌 Custom Objects ↓
🧩 Choose Object (e.g., Lead, Case)
↓
👥 Add Users / Public Groups
↓
💾 Click Save
Thank You for Reading!
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