| Standard Object | Custom Object |
| Can't delete | Can delete |
| Can't change the grant access using hierarchies sharing access | Can change the grant access using hierarchies sharing access |
| Can't truncate the standard object | Can truncate the custom object |
| Possible to create custom fields in standard object | Custom objects contain some standard fields. |
User Management: Data Security
Introduction To Data Security:
- Important because need to control what a user or group of user can see in the org or app.
- Salesforce provides layered sharing model.
- easily assign different data set to different groups of users.
- control access to the whole org, any specific object, fields and records.
Levels of data access: You can configure access to data in salesforce at four main levels.
- Organization
- Object
- Field
- Record
Organization Level Security: You can secure access to your organization by maintaining:
- List of authorized users.
- Set password policies.
- Limit login to certain hours and locations (Login IP range & Login hours)
Object Level Security:
- Can control object-level permission for both standard and custom object.
- Can set permission for a particular object.
- Can give permission to view, create, edit and delete.
- Can control object permission using profiles and permission sets.
Field level security:
- We can restrict access to certain fields in salesforce, even if users have object-level access.
- We can make a field visible to a particular user and hide it for another user.
- We can give read and edit permission to a field.
- Field level security can control using profiles and permission sets
Record level security:
- We can restrict access to records for users in salesforce, even if users have object-level permission.
- For example, a user can view his own record but not others.
- We can manage record-level access in the following ways:
- Organization-wide defaults.
- Role hierarchies.
- Sharing rules.
- Manual sharing.
Organization-wide defaults:
- Org-wide sharing settings lock down the data to the most restrictive level.
- Here we have three access levels:
- Private
- Public Read-only
- Public Read/Write
Role Hierarchies:
- It gives access to users higher in the hierarchy.
- Users can access all records owned by the users below then the hierarchy.
Sharing rules:
- These are exceptions to org-wide defaults.
- Though sharing rules can share records to the group of users.
- They can get access to the record they don't own and can't manually see.
Manual sharing:
- It allows owner of particular records to share them with other users.
- Manual sharing is not automated like org-wide defaults, Role hierarchy and Sharing rules.
- It can be useful in some situations where you manually want to share a record with another user.
User Management: Add New Users
User:
- who logs in to Salesforce.
- Users are employees at your company, such as sales reps, managers, and IT specialists, who need access to the company's records.
Each user account contains at least the following:
- Username
- Email Address
- User First Name & Last Name
- License
- Profile
- Role(optional)
Username:
- The username must be formatted like an email address.
- Must be unique across all Salesforce organizations.
- It can be the user's email address, so long as it is unique.
User License: A user license determines which features the user can access in Salesforce.
Profiles: Profiles determine what users can do in Salesforce.
Roles:
- determine what users can see in Salesforce based 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 and each user can have only one.
Alias:
- An alias is a short name to identify the user.
- By default, the alias is the first letter of the user's first name and the first four letters of their last name.
Password: Users must change their password the first time they log in.
Freeze User:
Pop quiz: You’re away from your desk grabbing coffee and you get an email saying a user’s Salesforce account may have been compromised. What do you do?
Ans: Go to the compromised user’s profile page, Freeze the user.
Create a Unique Account List View
Create New List View:
Step 1: Go to App Launcher and choose the "Account" tab.
Step 2: Choose "All Accounts" from the list view.
Step 3: Then click the "List View Controls" icon and select "New" from the picklist.
Step 4: A pop-up window will be open. Please complete it by the following rules:
List Name: Energy and Biotech Accounts
Who sees the list view: All users see this list view
Step 5: Save.
Edit Filter For The List View:
Step 1: If you don't find the filter section click on the "Show Filters" icon.
Step 2: Set Filter by owner All Accounts and Save.
Step 3: Click the "Add Filter" section and set the following rule:
Field: Industry
Operator: equals
Value: Biotechnology, Energy [Note: Choose from picklist]
Step 4: Save
Edit display column section:
Step 1: Click the "List View Controls" icon and select "Select Fields to Display" from the picklist.
Step 2: Find "Industry" from the "Available Fields" section and pick it in the "Visible Fields" section.
Step 3: Save
Compact Layout
Compact Layout in Salesforce
Compact layout:
Compact layouts are used in the mobile app and some Chatter feed items to display a record's key fields at a glance. You can select and prioritize up to ten fields for the compact layout, but the number of fields that display may vary based on the device's screen, which record page is being viewed, and the permissions of the user.
How to create and assign a compact layout to an object:
Step 1: Go to setup and then object manager. Choose your desired object and click on "Compact Layout" from the left sidebar. Then click the "New" button.
Step 2: Choose the fields you wanted to show in a compact layout.
Step 3: Click "Compact Layout Assignment" and then click on "Edit Assignment".
Step 4: Choose "Primary compact layout" and "Save" it.
Step 5: Your compact layout assignment is completed now. When you go to details of the record you can show the layout.
How to assign compact layouts for different Record Types:
Step 1: I have two record types and two compact layouts here. The compact layouts are given bellow:
Step 2: Go to "Compact Layout Assignment" and assign compact layout to the record types.
Step 3: Successfully assign compact layouts to the record types.
Compact layout for In Student Record Type
Compact layout for Out Student Record Type