What is Profile in Salesforce?

In any organization, all users must be assigned a unique Profile having a single user license. As an Administrator, when you create a user in Salesforce, you must be assigned them a Profile during their onboarding process. Further, how Profile impact various security settings in the Salesforce instance? In this article, we are going to discuss various Profile settings in Salesforce and how to view and manage various Profiles in Salesforce.

What is a Profile in Salesforce?

The profile determines how users access objects and data and what they can do within the application. Each user must be assigned with only one profile during the onboarding process in the Salesforce organization and every profile belongs to exactly one user license type.

Each organization contains various standard profiles that can be editing with limited settings but for custom profiles, you can edit all permissions and settings except user license. You can use standard profiles or can create, edit, and delete custom profiles in different Salesforce editions such as Professional, Enterprise, Unlimited, Performance, and Developer Editions. But if you are unable to create a custom profile, you can also assign standard profiles to your users. In this case, you can’t see or edit them. However, you can edit various settings for these users such as:

  • Custom App Settings
  • Tab Settings,
  • Session Settings
  • Password Policies
  • Desktop Integration Clients options

Standard Profiles

Each Salesforce organization contains a standard profile that can be assigned to any user or group of users. Standard profiles can be editing with a limited number of settings.

There is a list of various standard profiles with their available permissions as follows:

Profile Name Available Permissions
System Administrator Can configure and customize the application and a Marketing user license required for managing campaigns.
Standard Platform User Can use core platform functionalities such as accounts, contacts, reports, dashboards, and custom tabs.
Standard Platform One App User Can use core platform functionalities such as accounts, contacts, reports, dashboards, and custom tabs and it is limited to these five tabs only.
Standard User Can create and edit most major types of records, run reports, and view the org’s setup. Can view, but not manage, campaigns. Can create, but not review, solutions.
Customer Community User Can log in via a community.
Customer Community Plus User Can log in via a community.
Partner Community Plus User Can log in via a partner portal or a community.
Partner User Can log in via a partner portal or a community.
Solution Manager Can review and publish solutions and it includes all functionalities similar to standard users.
Marketing User Can manage campaigns; create letterheads and HTML email templates, etc. Further, it includes all functionalities similar to standard users.
Contact Manager Can create, edit, activate, and approve contracts. If contracts are not active, they can be deleted via this profile.
Read-Only Can view org set up and run reports but can’t edit records.
Chatter Moderator User Can log in to Chatter. Can access all standard Chatter people, profiles, groups, and files
Minimum Access Salesforce It includes Access Activities, Chatter Internal User, Lightning Console User, and View Help-Link permissions and it also provides the least privileges in Salesforce.
Site.com Only User Can only log in to the Site.com app and also requires a site.com publisher license to create and publish licenses to edit the site content. This user can use one custom app with up to 20 custom objects and also can create unlimited custom tabs.

How to Manage/View Profile List in Salesforce?

All users must be assigned with only one profile during their onboarding process in the Salesforce organization. As an Administrator, when you create a user, you need to assign a profile to each one with exactly one user license.

There are a few simple steps to view and manage the profiles in your organization as follows:

  • Login to your Salesforce account
  • Go to the Setup menu and click on it.
  • Enter Profiles in the Quick Find Box and select Profiles under the Users section.
View and Manage Profile in Salesforce
View and Manage Profile in Salesforce

In the above image, some of the profiles are checked are called Custom Profiles, and those that are not checked, are called Standard Profiles. Further, you can create custom profiles using Standard profiles as a template. E.g. the System Administrator profile is a Standard Profile so custom is not checked next to it.

Note: Once a profile is created, it can’t be deleted even after the user is deactivated.

Read Also: What is Data Security in Salesforce?

What is Enhanced Profile List View in Salesforce?

As an administrator, if you want to use some additional tools to customize, navigate, manage, and print the profile list in Salesforce then you need to enable the enhanced profile list view in your organization.

Enhanced Profile list view enables you to:

  • Show all selected profiles list using the drop-down button.
  • Delete a view by clicking the delete button next to the selected profile.
  • Create a list view and edit an existing view.
  • Create a Profile.
  • Print the list view by clicking the Print icon.
  • Refresh the list view by clicking the refresh icon.
  • Edit permissions directly in the list view.
  • View or edit a profile by clicking its name.
  • Delete a custom profile by clicking Del appearing next to the profile name.

Profiles2.jpg

If you are looking for a particular Profile Setting, enter the setting name in Quick Find Box rather name navigating to these individual links separately.

Let’s suppose, if you want to change object settings for Accounts of System Administrator profile, just enter Account in the Quick Find Box and click the Edit button.

Profile Settings in Salesforce
Profile Settings in Salesforce

Now, you will redirect to the object setting page. However, you can also change object settings for various objects such as action, assets, cases, and awards, etc.

Profiles4.jpg

You can also enable object permission for any use such as Read, Create, Edit, Delete, View All, and Modify All.

Object Permission for the Profile setting
Object Permission for the Profile setting

If you want to switch quickly to another profile setting page or another object or tab, then use the navigation menu as shown in the below image.

Object Setting
Object Setting

As an Admin, you can change various Apps setting as well as System settings for a user.

Apps Settings

These are the setting that applies to the Salesforce apps such as Sales and Custom apps built on the Lightning platform. These are as follows:

Assigned Apps: These settings specify which apps are visible in the app menu.

Assigned Connected Apps: These settings specify which connected apps are visible in the app menu.

Object Settings: Permissions to access various objects and fields and these settings specify which record type, page layout, and tabs are visible.

App Permissions: This specifies the permissions to perform app-specific actions such as “Manage Call Centre”.

Apex Class Access: These settings specify the permission to execute Apex classes.

Visualforce Page Access: Specify the permission to execute Visualforce pages.

External Data Source Access: These settings specify the permissions to authenticate against external data sources.

Named Credential Access: These settings specify the permissions to authenticate against named credentials.

Flow Access: These settings specify the permissions to execute Flows.

Custom Permissions: These settings specify the Permissions to access custom processes and apps.

Custom Metadata Types: These settings specify the Permissions to access custom metadata types.

Custom Setting Definitions: These settings specify the Permissions to access custom settings.

System Settings

These are the settings that apply across all apps such as record and user management. There is various system settings are as follows:

System Permissions: These are the settings that specify the permissions to perform actions that apply across apps, such as “Modify All Data”.

Desktop Client Access: These are the settings that specify the permissions to access desktop clients, such as “Connect for Office”.

Login Hours: These are the settings that control when a user can log in to Salesforce.

Login IP Ranges: These are the settings that control the IP addresses from which users can log in to their Salesforce accounts.

Service Providers: These are the settings that specify the permissions that let users switch to other websites using single sign-on.

Session Settings: These are the settings that control the required session security level and timeout for inactive sessions.

Password Policies: These are the settings that specify the Profile Based password policies.

How to view the Basic Profile List in Salesforce?

  • Log in to Salesforce account
  • Go to the Setup menu and click on it.
  • Enter Profiles in Quick Find Box and select Profile under the Users section.
  • Create a Profile by clicking the New Profile tab

Profile7.jpg

  • To view and edit any profile, Click on the profile name.

Profiles8.jpg

  • To delete a custom profile, click the Del button under the action list as shown in the above image.

How to Create and Edit Profile List View?

If you want to create a profile list view to view a set of profiles along with the selected fields then you need to enable an enhanced profile list view for the organization.

There are few steps to create and edit the Profile list view in Salesforce as follows:

  • Login to your Salesforce
  • Go to Setup Menu and click on it
  • Enter Profiles in the Quick Find Box and select Profiles under the Users section.
  • Click the Create New View link

Profiles9.jpg

  • Enter the view name in the required field.
Create a New Profile list view
Create a New Profile list view
  • Under the Specify filter criteria specify the conditions similar to the list items.
Specify filtered criteria to create profile list view
Specify filtered criteria to create a profile list view
  1. Enter the desired setting name or use the lookup icon to find the various settings.
  2. Choose an Operator such as equal, not equal to, contains, does not contain, and start with.
  3. Enter the value which you want to match.

Note: You can specify up to 25 filter condition rows. To add a new row click the Add Row link and to remove any row click the remove icon next to the row.

  • Under select columns to display, you need to specify the profile setting that you want to appear as columns in the list view.

Profiles12.jpg

  1. Select the type of setting from the drop-down list
  2. Enter the part or complete name in the setting and click the Find button.
  3. Similar to the rows, you can add or remove columns by clicking Add or remove icon after selecting the column name that you want to add or remove from the list. Further, you can rearrange the columns by using the Top, Up, Down, and Bottom arrow next to the settings.

Note: You can add up to 15 columns in a single list view.

  • Click the Save button.

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