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The Difference Between Roles And Profiles In Salesforce

Updated: Nov 22, 2022

Both Profiles and Roles have some amount of relevance. However, a profile is primarily responsible for resolving Object Access, while a role is utilized for record-level access within a sharing and security framework.


In addition, profiles in Salesforce make it easier to arrange object permissions, like the ability to view, modify, delete, or create a new profile.


A user can carry out the systemic permissions inside a Salesforce permission set. The exporting of data is one illustration of this concept. Within the salesforce, the exchange of records is assisted by a role.


The hierarchical functioning of a position will be analyzed in greater detail later in this blog post.


What Are Roles In Salesforce?


The Difference Between Roles And Profiles In Salesforce
The Difference Between Roles And Profiles In Salesforce

A user's degree of visibility access in Salesforce is determined by their role, which is record-level access in Salesforce. Within your Salesforce organization, user access to data levels may have been denoted by their assigned roles. Put another way; it determines the scope of the user's visibility within the Salesforce organization.


By default, each item in your Salesforce will have a visibility setting. This is called the "Org Wide Default" (or organization-wide default). If your security model (OWDs) is set to private mode, roles are used in your system.


When the OWD is set to private mode, two methods may be utilized to increase the data's exposure. These methods are called Role Hierarchy and Sharing Rules.


Let's say you have a boss who is in a higher position than you. This would suggest that your superior can see their own and your data while you can only view yours.


On the other hand, if you are in a higher role in Salesforce than any other user, you can view the records of users below you in the role hierarchy of Salesforce. This is demonstrated in the figure to the right.


You may also raise the visibility of your content by using sharing rules, which require you to establish a set of criteria upon which permissions are granted. This method requires you to construct a rule set in advance.


Summary Of Roles In Salesforce

  • The role somebody has controls what access they have to records according to the hierarchy.

  • The Role object allows various settings to be controlled per-object basis.

  • Setting principles for sharing allows you to designate specific roles and subordinates.


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What Are Profiles In Salesforce?


The Difference Between Roles And Profiles In Salesforce
The Difference Between Roles And Profiles In Salesforce

When it comes to profiles in Salesforce, the level of access users have to different objects and data depends on their profile. Put another way; we may utilize them as profiles determining the user's capabilities.


Create, Read, Edit, and Delete are the four actions that may be used to identify the controls associated with a Salesforce profile. You have the ability, depending on a user's profile, to provide permission for that user to perform any of the following actions: create, read, modify, or delete.


Certain members of your organization require access only to read and change the data and not to delete them. Therefore, you can choose how users interact with each object while utilizing CRED (create, read, edit, delete).


In addition, the objects, fields, and tabs, as well as the application page layout and record types visible to the user, are all controlled by profiles. Users can access a unique combination of permissions based on the basic profile they choose inside Salesforce. Nevertheless, we can design our profiles with permissions tailored to our individual interests.


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Types Of Profiles In Salesforce


There are two types of profiles in Salesforce:


  • Custom Profiles

  • Standard Profiles


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Difference Between Roles And Profiles In Salesforce

Roles

Profiles

Their roles determine the user's access to the records and visibility.

Users' CRED (create, read, edit, delete) records can be accessed, edited, and deleted according to their profile permissions.

It is, in essence, access at the record level.

It is, in essence, an access level at the object and field level.

There is a clear order to it. Permissions to see data are often handed out according to hierarchy.

It is not organized in any kind of hierarchy. The user's profile determines which permissions are granted.

These can be shown as a hierarchy in which a higher function receives more authority than a lower one.

One might conceive of them as taking the form of circles, in which all of the profiles serving the same purpose merge into a single entity and are granted equal access.

The profile will invariably determine the job.

The profile can exist outside of the position.

Users are not required to take on any roles.

Every user is required to have a profile.

Roles can only control access to fields and records.

The profile determines a user's access to objects, page layouts, field-level security, record types, and applications.

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Conclusion

The Difference Between Roles And Profiles In Salesforce
The Difference Between Roles And Profiles In Salesforce

So, what's the bottom line? Roles are a way to group your users for administrative purposes, and profiles determine which features each user has access to. The main difference between roles and profiles is that roles cannot be customized - they're one-size-fits. Profiles, on the other hand, can be tailored to meet the specific needs of each user.


If you have questions about how roles or profiles work in Salesforce, don't hesitate to reach out for help. Our team is happy to answer any questions you may have!


Moreover, we have also written a comparison article between Salesforce Service Cloud vs Sales Cloud. It will help you a lot if you read it as well.





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