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User Access Policies: �Automate Your Access Assignments

Louise Lockie

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Our Sponsors

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Louise Lockie

  • 25x Certified Consultant & Architect
  • Salesforce MVP HoF
  • London Salesforce WiT Leader
  • London’s Calling Organiser
  • Dreamin’ Addict
  • linktr.ee/louiselockie

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The Why

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The Recap

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A Permission Set Led Security Model

= Fewer Profiles & More Permission Sets and Permission Set Groups

​

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Create a Baseline Profile for the 99%

Create a New Custom Profile by Cloning ‘Minimum Access - Salesforce’

If required -

  • Set Password Policies / System Settings / Login IP Ranges / Login Hours

Consider the following:

  • Default Record Type
  • Page Layout Assignments

​

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Core Universal Permissions and Access

Core Account and Contact Access

Lead and Campaign READ Access

Opportunity and Fellow Objects READ Access

Core Permission Sets - common access for all users

  • App Access
  • Connected App Access
  • Reports / Dashboards / Tasks / Home Tabs
  • Run Reports
  • Run Flows
  • API Enabled
  • Access Activities

Access that all licenced internal users should be granted

  • Tab Access
  • CRE on Account
  • CRE on Contact
  • FLS on Account
  • FLS on Contact

Access that all licenced internal users should be granted

  • Tab Access
  • Read on Lead
  • Read on Campaign
  • FLS on Lead
  • FLS on Campaign

Access that all licenced internal users should be granted

  • Tab Access
  • Read on Opportunity
  • Read on Product
  • Read on Opportunity Product
  • FLS on Opportunity
  • FLS on Product

Access that all licenced internal users should be granted

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Add them to a Permission Set Group

Group these Core Permission Sets together for ease of assignment� (automate assignment via User Access Policies)

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irishdreamin.ie

Core Universal

System Permissions

Core Universal Object Permissions

​

Core Universal Object Permissions

Baseline Permission Set Group

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Non-Universal Access Permission Sets

Commercial Permissions

Opportunity and Fellow Objects EDIT Access

Executive Permissions

Lead and Campaign EDIT Access

  • Access to Sales App
  • Convert Leads
  • Allow sending of List Emails
  • Manage Leads
  • Transfer Leads
  • Edit Opportunity Product Sales Price
  • Tab Access
  • Read on Opportunity
  • Read on Product
  • Read on Opportunity Product
  • FLS on Opportunity
  • FLS on Product
  • View all on Opportunity
  • Create Report Folders
  • Export Reports
  • Transfer Record
  • Subscribe to Reports: Add Recipients
  • Subscribe to Dashboards: Add Recipients
  • Tab Access
  • Convert Leads
  • CRE on Lead
  • CRE on Campaign
  • FLS on Lead
  • FLS on Campaign

irishdreamin.ie

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Persona Based Permission Set Groups

Sales User

Marketing User

Support User

Finance User

  • Commercial Permissions PS
  • Lead and Campaign Edit PS
  • Opportunity and Assoc. Objects PS
  • Marketing Permissions PS
  • Lead and Campaign Edit PS
  • Case EDIT PS
  • Knowledge PS
  • Contract & Quote READ PS
  • Invoice EDIT PS

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Feature/Task Based Permission Sets

Manage User Access

Enhanced Reporting Access

Delete/Merge Access

Functionality Access

  • CRED on Opportunity
  • CRED on Account
  • CRED on Contact
  • CRED on Lead
  • CRED on Case
  • Access to Screen Flow
  • Access to Custom Permissions
  • Access to 3rd Party Apps
  • Access to Connected Apps
  • Manage Users
  • Freeze Users
  • Reset User Passwords and Unlock Users
  • Assign Permission Sets
  • Manage Roles
  • Export Reports
  • Create Report Folders
  • Manage Custom Report Types
  • Manage Dashboards in Public Folders
  • Manage Reports in Public Folders

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Add them to a Permission Set Group

Group the Permission Sets together if they are frequently granted together

​

irishdreamin.ie

Manage Users PS

Reporting PS

Delete Access PS

Super User Permission Set Group

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Building Block PSG Approach

  1. Start with the custom (empty) Baseline Company Profile
  2. Add the Baseline Permission Set Group
  3. Add the Required Persona Permission Set Group(s)
  4. Add any Required Additional Permission Set(s)

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irishdreamin.ie

Baseline (empty)�Profile

Baseline Access Permission Set Group

​

Persona Based Permission Set Group

User Access

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The Down Side?

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Enter User Access Policies

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UAP Lowdown

User Access Policies enable us to build a criteria and automate the assignment, and the removal of -

  • Permission Sets
  • Permission Set Groups
  • Permission Set Licenses
  • Package Licenses
  • Queues
  • Groups

irishdreamin.ie

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Step 0 - Activating UAP

irishdreamin.ie

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User Access Policy Steps

  1. Who Do You Want to Update or Automate the Permissions for?
  2. What Permissions Do You Want to Update or Automate?
  3. Do You Want to Mass Update or Automate the Assignments?

​

irishdreamin.ie

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User Access Policy Steps

  • Who Do You Want to Update or Automate the Permissions for?
    1. Define User Criteria by
      1. Group
      2. Queue
      3. Permission Set
      4. Permission Set Group
      5. Package License
      6. Profile
      7. Role
    2. Select additional user fields to filter on
      • Active
      • Department
      • Division
      • Email
      • First Name
      • Last Name
      • Nickname
      • Title
      • User Type

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Who Do You Want to Update or Automate the Permissions for?

irishdreamin.ie

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What Permissions Do You Want to Update or Automate?

Grant or Revoke access to:

  • Permission Sets
  • Permission Set Groups
  • Permission Set Licenses
  • Package Licenses
  • Groups
  • Queues

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UAP Example

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Do You Want to Mass Update or Automate the Assignments?

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Combining Assignments for Best Results

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UAP Tips

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The Case for UAPs without Automation!

  • Granting licences with permission sets
  • Mass assigning new permissions
  • Applying criteria/grouping users in ways not possible with List Views

irishdreamin.ie

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UAP Tips

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Mass Assignments / Checks

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User Access Policy Considerations

  • You can have up to 200 active user access policies at a time.
  • An action performed by a UAP can’t trigger another UAP.
  • If a user record creation or update triggers more than one user access policy, the policy with the lowest order value is applied.
  • If the UAP assigns a license, but you don’t have enough licenses to assign, this assignment failure is noted in the Recent User Access Changes.
  • The Recent User Access Changes section shows only changes applied by the policy that are still in effect.

irishdreamin.ie

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Practice on Trailhead

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Resources

bit.ly/LL-UAP

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Feedback is a Gift!

Thank You

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Our Sponsors

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Section title

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Quick description about the section.

Section Title

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Highlight

Use this slide to highlight a single, important thing. To keep it short and sweet, you might link away to relevant doc or file.

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Simple list

First thing

Add a quick description of each thing, with enough context to understand what’s up.

Second thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

Third thing

If you’ve got a bunch, add another row, or use multiple copies of this slide.

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Two columns

First thing

Add a quick description of each thing, with enough context to understand what’s up.

Third thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

Second thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

Fourth thing

If you’ve got a bunch, add another row, or use multiple copies of this slide.

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Simple list

First thing

Add a quick description of each thing, with enough context to understand what’s up.

Second thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

Third thing

If you’ve got a bunch, add another row, or use multiple copies of this slide.

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Simple list

First thing

Add a quick description of each thing, with enough context to understand what’s up.

Second thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

Third thing

If you’ve got a bunch, add another row, or use multiple copies of this slide.

Fourth thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

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Principles

Principle 1

This is what we believe.

Principle 2

It’s how we make decisions.

Principle 3

And what we aim to achieve.

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Header

Add a quick description of each thing, with enough context to understand what’s up.

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Add a quick description of each thing, with enough context to understand what’s up.

Subtitle

Header

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Add a quick description of each thing, with enough context to understand what’s up.

Subtitle

Header

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Add a caption

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Image with description

First thing

Add a quick description of each thing, with enough context to understand what’s up.

Second thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

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Image with description

First thing

Add a quick description of each thing, with enough context to understand what’s up.

Second thing

Keep ‘em short and sweet, so they’re easy to scan and remember.

Third thing

If you’ve got a bunch, add another row, or use multiple copies of this slide.

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XX%

Highlight a key metric—like a goal, objective, or insight—that supports the narrative of your deck.

Add a link to a relevant doc or dashboard.

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Key Metrics

Metric 1

Add a description or highlight changes

Metric 2

Add a description or highlight changes

Metric 3

Add a description or highlight changes

XX%

XX%

XX%

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3 column metric

XX%

Add a quick description of each thing, with enough context to understand what’s up.

XX%

If you’ve got a bunch, add another row, or use multiple copies of this slide.

XX%

Keep ‘em short and sweet, so they’re easy to scan and remember.

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Metrics

Description about the data beside. Lorem ipsum dolor sit amet, consectetur adipiscing.

61%

Metric 1

55%

Metric 3

56%

Metric 2

48%

Metric 4

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H1 2025

Use this paragraph space to say a bit more about each one—specific goals, definitions, etc.

H1 2025

If you only have a few milestones, just chop what you don’t need.

H2 2025

If you need to squeeze in more than five milestones, you can duplicate and move around these text blocks as needed.

June 2024

We ran out of stuff to write here—you get the idea.

H2 2024

This slide is for mapping out important dates, checkpoints, or other sequential bits.

Timeline

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Label

Label

Label

Label

Overlaps

Show how a few nested concepts relate to one another.

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“This is a stellar quote from a user or customer that really stands out.”

Full Name · Location

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“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

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“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

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“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

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“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location

“The best quotes relate to your deck’s overall narrative.”

Full Name · Location