Join Christopher Matthew Spencer for an in-depth discussion in this video Understanding data visibility, part of Learning Salesforce Admin.
- [Instructor] Let's cover how data visibility and access is controlled within Salesforce. There are many facets to access control of data within your organization. First, individual users must have access to the organization. And as the administrator, you accomplish this by setting up user accounts for your team and then permitting their login using specific IP ranges during the login hours you determine. Users then need to be given permission to access data objects. Profiles are set up to limit access to only the objects you want people to see.
Sales teams can access leads and support agents can view cases. Each profile determines what's visible. A user can have one profile at a time, and that profile can be changed if their role within the company changes. User record access is further managed using role hierarchies. This is where staff can see what their subordinates are doing within teams. And some fields may contain highly-sensitive data. Field-level security allows data privacy to be maintained on a need-to-know basis.
This is where field data should only be made available to authorized profiles. An example might be a bank account number or personally-identifying information such as a social. Let's review the essential blueprint for managing Salesforce organization data access. You can manage who sees what data at four main levels. At the organization level, you have a list of users with password policies, with login hours and approved login locations.
Next, you'll set permissions on data objects to reveal only the data that you've established visibility on for a team member's role. Then you can grant data access or prevent it for a specific field so that the most sensitive data fields are only visible to the right people. And you can grant record access to users so they're only permitted to view what's allowed for their job position. Record access can be tailored in four main ways. First of all, we have organization-wide default settings.
They specify the default access that all users have to view each others' records. Role hierarchies allow users to view data for their subordinates. Sharing roles enable exceptions to organization-wide defaults for groups of users by giving them access to records that are not assigned to them or that they can't normally view. And manual sharing allows a record owner to grant record access to other users. When your team is small, data visibility can be kept very simple.
If your organization is a large one, then how data is shared and who can see it becomes more complex and requires more robust management tools. Salesforce data visibility can be as simple or complex as needed to meet the needs of your team and what you're doing.
AuthorChristopher Matthew Spencer
- Explain Salesforce editions and cloud types.
- Describe Salesforce Chatter features.
- Outline the Salesforce access permission features.
- Summarize lead functionality in Salesforce.
- Use Salesforce assignment and escalation rules.
- Construct Salesforce objects using relationships and schemas.
- Demonstrate formatting and interactivity in Salesforce reports.
Skill Level Beginner
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1. Getting Prepared
2. Users and Data Visibility
3. Working with Salesforce
4. Customizing, Branding, and Social
6. Data Management
7. Data Security
Next steps1m 14s
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