Increase Quality with User Access Policies - July 2024
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⭐️ Increase Quality with User Access Policies ⭐️, presented by Peter Caitens and Adam Best of Salesforce. View the slides from this session to hear all about “User Access Policies” and how they can help you onboard users faster with greater quality.
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Increase Quality with User Access Policies - July 2024
- 1. Salesforce Developer Group Brisbane, Australia @peter.caitens Group Leader: Peter Caitens
- 2. Housekeeping ● Session will be recorded ● Recording will be available on the event page in a couple of days ● Ask your questions in chat ● Time for questions at the end
- 3. Agenda 1. Welcome, Groups News 2. Personas and User Access Policies 3. Demo 4. Q&A & Wrap up
- 4. Group News Upcoming Events 1. August 7 @ 4:30pm - In Person @ PWC Salesforce Admin User Group Service Cloud Voice - Natterbox Demystifying Data Cloud - Bec Aichholzer 2. July 30 @ 5.00 - 6.00pm - Virtual Trailhead Tuesday Formulas 3. September 17-19 - San Francisco Dreamforce
- 5. Personas & User Access Policies Program Architect Director Adam Best
- 6. Forward Looking Statements This presentation contains forward-looking statements about, among other things, trend analyses and future events, future financial performance, anticipated growth, industry prospects, environmental, social and governance goals, and the anticipated benefits of acquired companies. The achievement or success of the matters covered by such forward-looking statements involves risks, uncertainties and assumptions. If any such risks or uncertainties materialize or if any of the assumptions prove incorrect, Salesforce’s results could differ materially from the results expressed or implied by these forward-looking statements. The risks and uncertainties referred to above include those factors discussed in Salesforce’s reports filed from time to time with the Securities and Exchange Commission, including, but not limited to: impact of, and actions we may take in response to, the COVID-19 pandemic, related public health measures and resulting economic downturn and market volatility; our ability to maintain security levels and service performance meeting the expectations of our customers, and the resources and costs required to avoid unanticipated downtime and prevent, detect and remediate performance degradation and security breaches; the expenses associated with our data centers and third-party infrastructure providers; our ability to secure additional data center capacity; our reliance on third-party hardware, software and platform providers; the effect of evolving domestic and foreign government regulations, including those related to the provision of services on the Internet, those related to accessing the Internet, and those addressing data privacy, cross-border data transfers and import and export controls; current and potential litigation involving us or our industry, including litigation involving acquired entities such as Tableau Software, Inc. and Slack Technologies, Inc., and the resolution or settlement thereof; regulatory developments and regulatory investigations involving us or affecting our industry; our ability to successfully introduce new services and product features, including any efforts to expand our services; the success of our strategy of acquiring or making investments in complementary businesses, joint ventures, services, technologies and intellectual property rights; our ability to complete, on a timely basis or at all, announced transactions; our ability to realize the benefits from acquisitions, strategic partnerships, joint ventures and investments, including our July 2021 acquisition of Slack Technologies, Inc., and successfully integrate acquired businesses and technologies; our ability to compete in the markets in which we participate; the success of our business strategy and our plan to build our business, including our strategy to be a leading provider of enterprise cloud computing applications and platforms; our ability to execute our business plans; our ability to continue to grow unearned revenue and remaining performance obligation; the pace of change and innovation in enterprise cloud computing services; the seasonal nature of our sales cycles; our ability to limit customer attrition and costs related to those efforts; the success of our international expansion strategy; the demands on our personnel and infrastructure resulting from significant growth in our customer base and operations, including as a result of acquisitions; our ability to preserve our workplace culture, including as a result of our decisions regarding our current and future office environments or work-from-home policies; our dependency on the development and maintenance of the infrastructure of the Internet; our real estate and office facilities strategy and related costs and uncertainties; fluctuations in, and our ability to predict, our operating results and cash flows; the variability in our results arising from the accounting for term license revenue products; the performance and fair value of our investments in complementary businesses through our strategic investment portfolio; the impact of future gains or losses from our strategic investment portfolio, including gains or losses from overall market conditions that may affect the publicly traded companies within our strategic investment portfolio; our ability to protect our intellectual property rights; our ability to develop our brands; the impact of foreign currency exchange rate and interest rate fluctuations on our results; the valuation of our deferred tax assets and the release of related valuation allowances; the potential availability of additional tax assets in the future; the impact of new accounting pronouncements and tax laws; uncertainties affecting our ability to estimate our tax rate; uncertainties regarding our tax obligations in connection with potential jurisdictional transfers of intellectual property, including the tax rate, the timing of the transfer and the value of such transferred intellectual property; uncertainties regarding the effect of general economic and market conditions; the impact of geopolitical events; uncertainties regarding the impact of expensing stock options and other equity awards; the sufficiency of our capital resources; the ability to execute our Share Repurchase Program; our ability to comply with our debt covenants and lease obligations; the impact of climate change, natural disasters and actual or threatened public health emergencies; and our ability to achieve our aspirations, goals and projections related to our environmental, social and governance initiatives. Updated: September 28, 2022
- 7. User Access Policies When: GA in Summer’24 (June 2024) Enable: Goto Setup > User Management Settings > User Access Policies More Info + Video: http://sfdc.co/UAPsHelpPage What does they do: When creating a User, User Access Policies auto assign the following components ○ Permission Sets ○ Permission Set Groups ○ Permission Set License Assignments ○ Public Groups ○ Queues based on selected criteria ○ Role ○ Profile ○ Custom Field
- 8. What is a Persona? Persona (User) Service Agent User: Set on User On the user, there are various licencing options which might need to be assigned for this persona to work as designed. Example: ● Marketing User ● Knowledge User ● Flow User ● Service Cloud User Profile: Service Profiles define how users access Salesforce and view the applications ● Default App ● Default Record Type ● Page Layouts ● IP Restrictions **Even though profiles have Object/Field access, these should be exclusively granted with permission sets Role: Service Agent A role is a record-level access in Salesforce that defines the visibility access of a user. Roles can be used to specify levels of access a user can have to data records in your Salesforce Org. In simple words, it defines what records a user can see. Roles are also useful for custom sharing rules Permission Set Group: Persona Service Agent Permission Sets are assigned to a Permission Set Group. This will combine the access to a number of features which will need to be accessed by the Persona Permission Set: Contact Center Console ● App: Contact Center Console ● Object: Contacts, Accounts (view/update) ● System Perm: LEX Experience A Permission Set contains the required Object, Field and other perms required for this feature to work as designed. Permission Set: Case Management ● Object: Case (create/view /update) ● Fields: Status (view/updat e) Permission Set: List Emails System Perm: Allow sending of List Emails Public Group: Service Agent A public group with the same persona name is used to assign: ● custom sharing rules ● list views ● queues ● dashboard folders ● report folders ● email template folders Permission Set License: Sales Cloud Unlimited Einstein Agent Einstein GPT Copilot A “Persona” is the configuration makeup of a user
- 9. User Access Policies can auto assign components to a user Persona (User) Service Agent User: Set on User On the user, there are various licencing options which might need to be assigned for this persona to work as designed. Example: ● Marketing User ● Knowledge User ● Flow User ● Service Cloud User Profile: Service Profiles define how users access Salesforce and view the applications ● Default App ● Default Record Type ● Page Layouts ● IP Restrictions **Even though profiles have Object/Field access, these should be exclusively granted with permission sets Role: Service Agent A role is a record-level access in Salesforce that defines the visibility access of a user. Roles can be used to specify levels of access a user can have to data records in your Salesforce Org. In simple words, it defines what records a user can see. Roles are also useful for custom sharing rules Permission Set Group: Persona Service Agent Permission Sets are assigned to a Permission Set Group. This will combine the access to a number of features which will need to be accessed by the Persona Permission Set: Contact Center Console ● App: Contact Center Console ● Object: Contacts, Accounts (view/update) ● System Perm: LEX Experience A Permission Set contains the required Object, Field and other perms required for this feature to work as designed. Permission Set: Case Management ● Object: Case (create/view /update) ● Fields: Status (view/updat e) Permission Set: List Emails System Perm: Allow sending of List Emails Public Group: Service Agent A public group with the same persona name is used to assign: ● custom sharing rules ● list views ● queues ● dashboard folders ● report folders ● email template folders Permission Set License: Sales Cloud Unlimited Einstein Agent Einstein GPT Copilot
- 10. All we need now is criteria for UAP’s to assign Persona (User) Service Agent User: Set on User On the user, there are various licencing options which might need to be assigned for this persona to work as designed. Example: ● Marketing User ● Knowledge User ● Flow User ● Service Cloud User Profile: Service Profiles define how users access Salesforce and view the applications ● Default App ● Default Record Type ● Page Layouts ● IP Restrictions **Even though profiles have Object/Field access, these should be exclusively granted with permission sets Role: Service Agent A role is a record-level access in Salesforce that defines the visibility access of a user. Roles can be used to specify levels of access a user can have to data records in your Salesforce Org. In simple words, it defines what records a user can see. Roles are also useful for custom sharing rules Permission Set Group: Persona Service Agent Permission Sets are assigned to a Permission Set Group. This will combine the access to a number of features which will need to be accessed by the Persona Permission Set: Contact Center Console ● App: Contact Center Console ● Object: Contacts, Accounts (view/update) ● System Perm: LEX Experience A Permission Set contains the required Object, Field and other perms required for this feature to work as designed. Permission Set: Case Management ● Object: Case (create/view /update) ● Fields: Status (view/updat e) Permission Set: List Emails System Perm: Allow sending of List Emails Public Group: Service Agent A public group with the same persona name is used to assign: ● custom sharing rules ● list views ● queues ● dashboard folders ● report folders ● email template folders Permission Set License: Sales Cloud Unlimited Einstein Agent Einstein GPT Copilot Lets create a picklist field on the User object called Persona
- 11. #1 - Create a picklist field on User Record Create a Picklist field called “Persona” on user object which contains your Personas
- 12. #2 - Configure User Access Policies For each Persona, create a User Access Policy which will automatically assign user components (perm sets, perm set groups, public groups) when you select a Persona for your user
- 13. #3 - Create a user Creating a user is really easy now. You’ll complete the following fields, then click save. ● Role ● Profile ● Persona ← New Field
- 14. Adam’s POC (Proof of Concept) Observations ● You can have 200 User Access Policies per ORG. ● User Access policies will add permission sets, permission set groups, public groups, queues, permission set licence assignments. ● Creating a single picklist on User works. Eg. You could assign a single persona to configure a user with. Creating a multi picklist to assign multiple personas probably won’t work as only 1 UAP is run at a time (The UAP with the lowest order number). ● Happy path: Create UAPs, Assign to current users, Activate (Insert or update of users).. Works like a treat! ● When configuring the User Access Policy, you see DeveloperName’s of components, not labels. ● If you manually assign components before a User Access Policy was applied to a user, these components will not be removed if the same component are part of that persona and you remove or change the persona on the user. ● Removing a persona or changing a persona on a user today will automatically remove permission sets, but permission set groups and public groups seem to remain on the user. ● User Access Policies do not seem to work in Apex Unit Testing. Today, you’ll need to keep your TestDataFactory.cls up to date with the persona components when creating virtual users for use with your apex unit tests while using runAs ● You cannot modify an active UAP ● Deployments of UAPs… still POCing!
- 15. Demo
- 16. Questions