Changing profile view settings in Salesforce primarily involves two aspects: adjusting the user interface you use to manage profiles as an administrator, and then modifying the specific settings and permissions within individual profiles to control what users can see and do.
Understanding Profile View Settings
The term "profile view settings" can refer to:
- The Interface for Profile Management: Salesforce offers two interfaces for managing profiles: the Enhanced Profile User Interface and the Original Profile Interface. This setting dictates how you, as an administrator, interact with and navigate through profile configurations.
- Settings Within a Profile: These are the granular permissions and access controls that determine what a specific user, assigned to that profile, can "view" or interact with (e.g., object tabs, fields, record types, page layouts, applications).
Let's explore how to manage both.
1. Configuring Your Profile Management Interface
The first step in optimizing your profile management experience is to choose the interface that best suits your needs. Salesforce provides an Enhanced Profile User Interface designed for improved navigation and efficiency, or you can opt for the Original Profile Interface.
Enabling the Enhanced Profile User Interface
The Enhanced Profile User Interface offers a more streamlined and intuitive experience for managing user permissions and access settings.
Steps to Configure the Profile Interface:
- Navigate to Setup: From anywhere in Salesforce, click on the Gear icon (
) in the top right corner and select Setup. - Access User Management Settings: In the Quick Find box on the left sidebar, type
Userand then click on User Management Settings. - Adjust the Interface Option: Locate the Enhanced Profile User Interface option.
- Set it to Enabled to use the modern, streamlined interface for managing profiles.
- Set it to Disabled to revert to the Original Profile Interface.
- Save Changes: Ensure you save any changes you make.
Why Choose the Enhanced Profile User Interface?
The Enhanced Profile User Interface provides several benefits for administrators:
- Improved Navigation: Tabs are logically grouped, making it easier to find specific settings.
- Search Functionality: Quickly search for permissions or settings within a profile.
- Better Performance: Often loads faster and provides a smoother user experience.
- Direct Access: Offers direct links to related settings like page layouts or record types.
For a deeper dive into the features, you can explore the Salesforce Enhanced Profile User Interface documentation.
2. Changing Settings Within a Specific Profile
Once you've configured your preferred profile management interface, you can proceed to modify the actual permissions and access settings for any given profile. These changes directly impact what users assigned to that profile can see and do within Salesforce.
Navigating to and Editing a Profile
Steps to Edit a Specific Profile:
- Go to Setup: Click the Gear icon () and select Setup.
- Find Profiles: In the Quick Find box, type
Profilesand select Profiles under "Users." - Select a Profile: Click on the Name of the profile you wish to modify (e.g., "Standard User," "Sales Profile," or a custom profile).
- Edit Settings: Once on the profile detail page, you will see various sections and links to edit permissions and settings.
Key Settings You Can Change Within a Profile
Within a profile, you can control a vast array of user capabilities. Here's a table outlining common areas and what they control:
| Setting Category | What it Controls | Examples of "View Settings" |
|---|---|---|
| Apps | Which applications users can access. | Make the "Sales" app visible or hidden. |
| Object Settings | Permissions for standard and custom objects. | Read, Create, Edit, Delete access to Accounts; Field-level security. |
| Field-Level Security | Visibility and editability of individual fields on objects. | Make "Annual Revenue" field visible but read-only. |
| Page Layout Assignments | Which page layout users see for a specific object and record type. | Assign a compact "Sales Layout" for Opportunity records. |
| Record Type Settings | Which record types users can access for specific objects. | Allow access to "New Business" and "Existing Customer" record types. |
| Tab Settings | Visibility of standard and custom tabs. | Make the "Campaigns" tab default on, off, or hidden. |
| User Permissions | Broad system permissions and specific functionalities. | "View All Data," "Export Reports," "Manage Public Reports." |
| Assigned Apps | Which Salesforce applications are visible in the App Launcher. | Control access to specific custom apps. |
| System Permissions | Access to various tools and functions across Salesforce. | "API Enabled," "Run Reports," "Create and Customize Dashboards." |
| Login IP Ranges | Restrict where users can log in from. | Only allow logins from specified company IP addresses. |
Practical Insights
- Principle of Least Privilege: Always grant the minimum necessary permissions for users to perform their job functions. This enhances security and reduces the risk of unintended data exposure or modification.
- Custom Profiles vs. Standard Profiles: While you can edit some settings on standard profiles, it's a best practice to clone a standard profile and create a custom profile when extensive modifications are needed. This prevents issues if Salesforce updates standard profiles.
- Permission Sets: For more granular and flexible permission management, consider using Permission Sets. Permission sets extend user permissions without changing their profile, allowing for more dynamic access control.
By understanding and utilizing these "profile view settings," you can effectively manage user access, enhance security, and tailor the Salesforce experience to meet the specific needs of different user groups within your organization.
