The Future of User Access Management in Salesforce

The Future of User Access Management in Salesforce

This blog post is about the Future of User Access Management introduced by Salesforce in TDX’24 and this will make it faster and easier to give users the right permissions.

Challenges with User Access Management at present.

Admins are currently struggling with clicking through multiple areas, such as permission sets, reports and dashboards to understand a user’s access. Similarly, Public group usage locations are difficult to determine.

However, Salesforce is fully dedicated to bringing about transformation. They have introduced a three-step plan that solves the core issues mentioned above.

  1. New Features for Faster Answers: Earlier, there were a lot of basic user access questions for that reason, new features are on the way, to deliver quick and easy answers.
  2. Rebuilt for Speed and Consistency: In addition to these new features, They’re moving from a classic setup to Lightning, which promises a faster, more consistent, and more accessible experience for everyone.
  3. Reusable Framework for Innovation: This is the game-changer. Salesforce is building a brand new, reusable framework for setup.

User Access Summary

This new feature provides a one-click view of a user’s access details, including:

  • User permissions
  • Object and field permissions
  • Custom permissions
  • Public group and queue memberships
User Access summary in User Access Management
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Key Features of User Access Policies

  • Whenever a user is created or updated, user Access Policies automatically assign the necessary permissions like Permission Sets, Permission Set Groups, Permission Set Licenses, Managed Package Licenses, Public Groups, and Queues.
  • User Access Policies allow admins to set criteria for automatic user access assignment (without code).
  • Criteria can be based on user attributes or entitlements (profiles, permission sets, roles).
  • 200 active policies per org.
  • With the new Order field, we can define the order in which policies are evaluated, ensuring the most relevant permissions are assigned first.
  • Mass user access application: This functionality simplifies large-scale permission assignments or removals, saving you time and effort.
  • A new feature called “Recent User Change” is also being introduced alongside User Access Policies which allows admins to view all user changes.

Enhanced Permission Set and Permission Set Group Summaries

User Access Management
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  • Permission set and permission set group summaries are moving to a new UI component for a better user experience. In addition, Custom permissions are now included in the summary.
  • Permission-set summaries will show which permission-set groups they belong to. Also, Permission set group summaries will show which permission sets they contain.

Public Group Summary 

User Access Management
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This new feature summarizes where a public group is used, including:

  • Sharing rules referencing the group.
  • Report and dashboard folders that are granted access.
  • Public groups of which the group is a member.
  • List views by object granted access to the group.

Viewing Permission Set/Group Summary from User Record

Admins can view permission set/group summaries directly from the user record. As a result, it offers a more convenient way to understand access details.

The Next Big Goal-A Setup Experience Built for Us

Furthermore, Salesforce improves the user and public group summaries along with tracking user history. The future of Salesforce setup is all about making things easier for admins. Here are some highlights:

Centralized Permission View:

Instead of searching through different areas, you’ll see all permissions in one place, including details like licenses, what they affect, and who has them.

User Access Management
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Relationships:

View all associated permission sets, permission set groups, and profiles.

User Access Management
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User Impact:

See a complete list of users with that specific permission.

User Access Management
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User Cloning

A highly requested feature, user cloning, is finally here! This will allow admins to quickly create new users by copying an existing user’s details, entitlements, permissions, and memberships. This will be a huge time saver, especially for organizations that need to create many users with similar access levels.

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Object Manager Enhancements

Record Access view: See all sharing rules affecting user access to a record.

User Access Management
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Object Access view: See permission sets and permission set groups affecting user access for each object.

Inline Editing: Edit sharing rules and permissions directly within these summary views.

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Also Read – Prompt Templates in Salesforce

FAQs

1. When will the new features for Salesforce Setup and User Access Management be available?

The new features for Salesforce Setup will be available in a few weeks, as part of the Summer 24 Release.

2. What are the advantages of new User Access Management features in Summer 24?

Less Clicking: You can automatically set user permissions based on rules, so you don’t have to assign them one by one.
See Everything at Once: You can see all a user’s permissions in one place, making it easier to check what they can access.
Mass Updates: You can grant or take away access for many users at once, saving you a lot of time.

3. What is the three-pronged approach by Salesforce to improve the user experience of their “Setup” interface?

Faster Development with new framework: This will be like a pre-built platform for developers to create new features more quickly.
Easier User Access Management: They’ll be introducing new features soon that will make it easier for admins to manage user access.
Built-in for Admins:  Admins will have access to a new tool called Copilot, which will provide real-time answers to their inquiries regarding user access.

Conclusion

In Summary, This blog post talks about new features coming to Salesforce to make it easier for administrators to manage user access. These features include a new User Access Summary that shows all of a user’s permissions in one place. In addition, User Access Policies can automatically assign permissions to users and enhanced summaries for permission sets, permission set groups and public groups.

The blog post also discusses the future of Salesforce setup, which will be more user-centric and include a centralized permission view and object manager enhancements.

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Neelu is pursuing her career in the Salesforce domain. She believe that words are powerful tools, and she love using them to express herself, both in technical and creative ways. This passion for language makes her a bit of a logophile (a lover of words!). In her free time, she enjoy crafting quotes to share her thoughts and inspirations.

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