Users Flashcards
What is a user?
A user is anyone who logs in to Salesforce. Every user in Salesforce has a user account. The user account identifies the user, and the user account settings determine what features and records the user can access. Each user account contains at least the following: Username Email Address User's First and Last Name License Profile Role (optional)
Usernames
Each user has both a username and an email address. The username must be formatted like an email address and must be unique across all Salesforce organizations. It can be the user’s email address, so long as it is unique.
User Licenses
A user license determines which features the user can access in Salesforce. For example, you can allow users access to standard Salesforce features and Chatter with the standard Salesforce license. But, if you want to grant a user access to only some features in Salesforce, you have a host of licenses to choose from. For example, if you have to grant a user access to Chatter without allowing them to see any data in Salesforce, you can give them a Chatter Free license.
Profiles
Profiles determine what users can do in Salesforce. They come with a set of permissions which grant access to particular objects, fields, tabs, and records. Each user can have only one profile. Select profiles based on a user’s job function (the Standard User profile is the best choice for most users). Don’t give a user a profile with more access than the user needs to do their job. You can grant access to more items the user needs with a permission set.
Roles
Roles determine what users can see in Salesforce based on where they are located in the role hierarchy. Users at the top of the hierarchy can see all the data owned by users below them. Users at lower levels can’t see data owned by users above them, or in other branches, unless sharing rules grant them access. Roles are optional but each user can have only one.
If you have an org with many users, you may find it easier to assign roles when adding users. However, you can set up a role hierarchy and assign roles to users at any time. Roles are only available in Professional, Enterprise, Unlimited, Performance, and Developer editions of Salesforce.
Alias
An alias is a short name to identify the user on list pages, reports, or other places where their entire name doesn’t fit. By default, the alias is the first letter of the user’s first name and the first four letters of their last name.
Add Users
The maximum number of users you can add is determined by your Salesforce edition and the number of user licenses you purchase. add users one at a time or several at a time. You can do either in Salesforce.
Trust.salesforce.com
Trust.salesforce.com is Salesforce’s website to provide transparency around service availability, performance, security, privacy, and compliance. Trust status gives you a quick and easy way to see if your org performance has been affected so you can let your users know of any changes.
Levels of Data Access
Organization Objects Fields Records ------Organization–wide defaults ------Role hierarchies ------Sharing rules ------Manual sharing
Organization Level of Data Access
At the highest level, you can secure access to your organization by maintaining a list of authorized users, setting password policies, and limiting login access to certain hours and certain locations.
Objects Level of Data Access
Object–level security provides the simplest way to control which users have access to which data. By setting permissions on a particular type of object, you can prevent a group of users from creating, viewing, editing, or deleting any records of that object. For example, you can use object permissions to ensure that interviewers can view positions and job applications but not edit or delete them.
Fields Level of Data Access
You can use field–level security to restrict access to certain fields, even for objects a user has access to. For example, you can make the salary field in a position object invisible to interviewers but visible to hiring managers and recruiters.
Records Level of Data Access
To control data with greater precision, you can allow particular users to view an object, but then restrict the individual object records they’re allowed to see. For example, record–level access allows interviewers to see and edit their own reviews, without exposing the reviews of other interviewers.
Records Level of Data Access-
-Organization–wide defaults
Organization–wide defaults specify the default level of access users have to each others’ records. You use organization–wide sharing settings to lock down your data to the most restrictive level, and then use the other sharing tools to selectively give access to other users. For example, you can give all employees access to an object called Candidate to allow anyone to add a candidate to the database. But you can restrict access to Positions so that anyone can see the jobs available but only the employees with the proper permissions can edit them.
Records Level of Data Access-
-Role hierarchies
Role hierarchies open up access to those higher in the hierarchy so they inherit access to all records owned by users below them in the hierarchy. Role hierarchies don’t have to match your organization chart exactly. Instead, each role in the hierarchy represents a level of data access that a user or group of users needs. For example, you can restrict access to Candidates by setting the organization–wide default to Private, but allow recruiters to view and edit the candidate records that they own. Recruiters can’t see candidate records they don’t own because recruiters are all at the same level in the role hierarchy. However, hiring managers can be given read/write access to all candidate records because they are at a higher level in the role hierarchy than recruiters.
