Data Security I

Managing Users

• It’s best to deactivate user than delete the user, to avoid orphan processes.
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• If user can’t be deactivated due to above reason, to quickly remove user access, use Freeze user under user profile. Later, you can reassign new owner/default user/lead/etc, and deactivate the user.
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Control Access to Objects

• 2 ways to set object permission - Profile & Permission Set.
• Big picture of Profile: Profile controls - 
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  • System Administrator profile’s super powers – View all data & Modify all date -  overwrites all other sharing rules and settings. Use with caution.
• Can set system permission in profile. System permissions apply across apps, e.g. create/edit/delete reports, edit Read Only fields.
• Profile contains Apps & System sections. These 2 sections are also available from the Assigned Apps drop down list on the profile page.
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• Even an app is hidden, but user might still see the records of the app in Reports/Dashboard/related list. It’s best to remove the read permission from the object permission.
• Assign profile to user at Manage Users > Users > select user > Edit > select profile from drop down list.
• Check who has this profile: Manage Users > Profiles > Assigned Users button on the top middle.

Formulas & Validations

Creating a New Formula Field

You can create custom formula fields on any standard or custom object. To start, we’ll create a formula on the Account object. Follow these steps to navigate to the formula editor:

1. Go to the Accounts page from setup.
2. Create a new field.
3. Select Formula and click Next.
4. In Field Label, type My Formula Field. Notice that Field Name populates automatically.
5. Select the type of data you expect your formula to return. For example, if you want to write a formula that calculates the commission a salesperson receives on a sale, you select Currency. For now, pick Text.
6. Click Next. You’ve arrived at the formula editor! Time for our tour.