Salesforce data security is a very complicated specialty that must be handled very carefully. When into a new implementation, admins should think of its ongoing usage. There is no such sole document that explains all the intricacies of how Salesforce establishes data security. In reality, security for any given Object of Salesforce and not just the individual cases entail several configurations of different application facets. Before getting a full picture of it, you must turn several nobs to tune the same.
To help the Salesforce users safeguard data, you also take the assistance of an expert consultant who has had a better insight into the Salesforce ecosystem. The seasoned consultants may have expertise by helping many clients in securing their data and may be able to give actionable insights to safeguarding data. Here we will discuss some specific tips that the users must be aware of while ensuring optimum data security.
Tips to ensure Salesforce data security
1. Sharing the data security setting
The fundamental data security models from internal and external data management perspectives start with the organization-side defaults. The best practice here is setting as many objects as possible as contacts, cases, accounts, opportunities, etc. Only the record owners can view specific records with a private data-sharing model. From this, you can further get more visibility to the records outside of ownership with specific sharing rules. The sharing rules can also open up visibility to further records by the owner or the criteria to specific groups, roles, and queues, etc.
2. Setting role hierarchy
Role hierarchy will work the exact way as sharing the settings for determining various levels of access that the Salesforce users have to data. The users can efficiently access data of all users and based on the hierarchy. The roles can be specified in different ways but mostly used in a unique way that mimics the role structure of each organization.
In the private sharing data model, only the record owners will be able to see their records. However, from a management perspective, you may want the customer support agents to see the cases to better manage the case. In such cases, you may also create a role for the support manager, which can be assigned to the concerned. There can also be customized roles for the Support Reps, which may roll up underneath the Support Manager. Using such a role hierarchy will help the record owners to support the roles below without sharing all the records. This is how effective sharing rules play their role in data security. Maintaining such a hierarchy will also help you to reduce the Salesforce data recovery cost and optimize output.
3. User profiles
While you create different types of users, the admins can assign a unique profile to each of the roles. Use profile defines how the specific users will access the data and objects as well as what they can do with the data as view, update, delete, etc. On sharing settings, you should also determine which records one can access, and profiles may determine whether the users can access a specific object and what manipulations can be done on it. You can also see when you access a specific which is determined by the field-level security.
4. Types of records
Different record types will let you custom define different business processes. You can also set types to customize the page layouts and customized picklist values for various users. Every object in Salesforce, i.e., the cases, can have different record types. In the given org, you can easily create some unique record types to assign some unique page layouts and have unique support for the cases that do not affect existing cases or processes. Each record type can be assigned to specific profiles to create certain types of cases.
5. Page layout
You may also use custom page layouts for customizing the page content of the user record pages. These custom page layouts can be used to control the arrangement of fields, buttons, Visualforce, s-controls, custom links, and these are also related to the lists on different record pages. These will help to determine the specific fields which are visible and read-only.
While a specific form is submitted through the
community for the Forms project, this can be assigned to some specific Queue you custom set. This can be used to distribute, prioritize, and assign specific records to different teams by sharing workloads. The user members of the Queue can also access the case records and then further assign them to work.
7. Private communities
You can configure any additional settings to ensure data security on Salesforce org in addition to the above measures. The primary consideration here is to set up your unique private community Experience Cloud. This means that only those Authenticated users will be able to access the community. You can adopt a Single Sign-On process that can authenticate the genuine users to access the private community. In this process, a Contact and a User record may be created for each user. These experienced users can be assigned a unique profile that can be custom set to offer the right set of access from an Object perspective.
Considering all these factors, you can manage all functionalities mentioned above, which can take a long way to determine security level and case management specification in your Salesforce org. As a result, groups of internal users will be able to view specific cases related directly to your business function, and the experienced users can also access specific cases directly related.
As a Salesforce user, you should also remember that you will have the sole responsibility for Salesforce security and data integrity, which may be a complex project to accomplish. If you are worried about how to secure Salesforce data, you may first reach an expert consultant who will give you some actionable insights based on your specific use case. You should also diagnose your risks, if any, and keep an eye on the bottom line to find upgraded solutions.