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In this advanced technological age, everything is vulnerable to become victims of cybercrime. Big companies, banks, and even startups are not immune to these attacks. Lost money can be substantial to some, but one way or the other, big or small enterprises to personal accounts suffer from a range of disruptions and damages.
Salesforce has features that automatically protects your organization against these cyber-attacks (i.e. phishing and malware), but Salesforce also provided organizations and companies the security that has lots of flexibility to meet any of your business needs.
As a Salesforce Admin, it is one of your duties to make the best use of this readily available feature, to make sure that you will be able to minimize, identify, and fix any security risks that may come from outside or within your organization.
So, how can you do that?
Here are the steps you can take:
Know your Organization –
all companies and/or organizations always have an organizational structure that forms a tree-like chart. This is where you can identify the users within a team or group, and their respective managers and seniors. Knowing this will make it easier for you in creating role hierarchies within your organization.
Identify Your Users –
take the time to talk to your business manager and identify the users who will be given access to your Salesforce CRM (Customer Relationship Management) Tool. Their roles and responsibilities, and what they are allowed and not allowed to see and do within. Once you have established this you can now update the levels of security within your CRM.
Know how Data is stored in Salesforce –
In Salesforce, data is stored in three ways – Objects, Fields, and Records. Objects are like file cabinets in your office where you can store files specific to your organization. Examples of Objects are accounts, contact, opportunities, cases, and so on. Fields, on the other hand, are like the files you stored (i.e. Name and Address) Records are like the folders of your files that are either created by you or created by other users. Through this, the levels of Security are established.
Understand the Levels of Security within Salesforce –
Salesforce has created three levels of security that any businesses can modify in direct reference to how data is stored. These are Object Level, Record Level, and Field Level Securities. Understanding these levels of security will allow you to easily create a security structure that will be beneficial to your organization.
Start Creating Profiles –
Profiles define how a particular user can access data within Salesforce. It controls object-level and field-level access within your organization. Examples of Profiles can be Sales Team Profile Vs. a Service Team profile. Both Teams will have a different object and field access based on their roles and responsibilities to the organization.
Establish Permission Sets –
these are additional or special access granted to users who are already in a particular profile. For example, you are giving special permission to Manager A who is part of Group A to have access to all records created by Group B.
Setup Field-Level Security –
you can provide read and write permissions to individual fields in your database. Fields can be hidden or editable to certain users with a particular profile. For example, the Total Amount of Sales field may be useful to the Sales Team but can be hidden from the Service Team.
Understand and Finalize Record-Level Security –
A user will automatically have the access to create, read, edit, and delete records they own or are created by them. But a Salesforce Admin can establish role hierarchies and different sharing rules to allow users to also share the records they created, and also allow them to access other’s records, based on their business requirements.
Following all the steps above and knowing and understanding how each level access works, will surely make the security foundation of your data in Salesforce well established.