Three mini DIY projects for solo Salesforce admins. Part 1 - Permission Sets

Dan Fowlie April 8, 2020

Budgets disappearing? We’ve got three mini DIY projects for solo Salesforce admins. Part 1 - Permission Sets

In the current economic climate, a lot of companies are looking into cutting budgets and costs. For many Salesforce Admins within end clients, this means partner budgets have been reduced or put on hold indefinitely. 

Whilst this presents significant business challenges, it also presents new opportunities! Now is the perfect time to complete some of the projects you couldn’t get around to before or upskill so you can take on more responsibility and be less reliant on partners.

If you’re a Salesforce Admin and wondering where to begin, we recommend these three mini projects as a good place to start. The first in a three-part blog series, let’s tackle Permission Sets. 

Rationaliz[s]e profiles by utiliz[s]ing Permission Sets

When you first implemented Salesforce you probably had a nice succinct set of profiles that matched the personas in your user base. Then, over time, as new teams came onboard and exceptions came to light, profiles started to propagate and before you knew it there were 50 profiles to cover every single permutation and edge case. Sound familiar?

Permission Sets were introduced as a better way of building permissions for a given user in a layered fashion. A user still has one profile but can have multiple permission sets as a way of adding additional permissions over and above what is in their profile.

Additionally, Permission Set Groups can be used to collect Permission Sets together to make assigning users easier. For example, you could assign one group to a user instead of assigning five Permission Sets.

The final piece of the puzzle before you can design your new model is Muted Permission Sets. When these are added to a Permission Set Group they mute permissions. For example, perhaps your group includes a set containing a delete permission that is needed elsewhere but not in this group - you can instead introduce a muted set to override.

Luckily there are tools to help. Salesforce Labs have built the free Profile and Permission Set Helper. This tool has two functions. 

image
image
image

Unravel the profiles you already have.

History leaves clues. When you create a new custom profile you choose an existing profile as a starting point. This is how the proliferation of profiles starts. Often the name you give that profile is a derivative of the profile you cloned it from. You may be dealing with years of history that predates your involvement but hopefully from the naming conventions and users assigned to each profile you can untangle these. Then you can use the tool above to convert the profile to a permission set. The users who were on that profile can be changed to the base profile and have the permission set assigned. This is a good starting point from which you can then build permission sets by functional area to rationaliz[s]e these further. 

I’ve seen organiz[s]ations with upwards of 100 profiles. With this approach, you can hopefully reduce that number quite considerably. Once complete maintenance is much easier and general sanity greatly increased!

If you have any questions we’re here to help! Give us a shout via our contact form or check out our Salesforce Academy resources HERE

Up next in our Salesforce Admins mini-project series part 2 we’ll look at Data Backups. 

Dan Fowlie

Dan Fowlie

With more than a decade in the ecosystem, Dan lives and breathes Salesforce. He applies business acumen to client challenges to come up with solutions that extracts the most value out of the platform. Outside of work, Dan embraces "Kaizen" and likes to hack his day to day life as much as possible.