Access Profiles

Settings > Administration > Access Profiles

An Access Profile specifies a collection of permissions that can be applied to multiple users.

About Access Profiles

Each User is assigned an access profile, which can be shared by other users.

Components of an Access Profile

An Access Profile specifies:

• The network locations (IP addresses) from which it is possible to login
• Global record-access permissions that apply to all objects in the application

• The global record-access permissions are view, create, update, and delete.
• They apply to those objects the user is allowed to see, by virtue of their Role in the application.

• Administrative permissions

• If checked, the user is granted all administrative permissions
• If unchecked, a list of administrative permissions is displayed. Permissions can then be individually selected.

Default Access Profiles

The default access profiles are:

• Administrator - Provides the permissions needed by the Sys Admin
• Regular User - Provides permissions that are more appropriate for normal users

The initial system user is assigned the Administrator profile, making them a Sys Admin. By default, the Sys Admin can change the Administrative Permissions associated with each Access Profile, and can add additional Access Profiles, as needed.

Working with Access Profiles

Users that have the Access Control permission can modify Access Profiles

Create or Edit an Access Profile

1. Go to Setup > Administration > Access Profiles
2. Click [New Profile] or select an existing profile
3. Fill in the Access Profile Settings below
4. Click [Save]

Create an Empty Profile for Fine-Grained Record Access Control

The privileges granted in Roles and Access Profiles are additive. If either the Access Profile or the Role grants permission to perform some operation on an object, then the user has that permission.

To ensure that users have only those permissions specified in the Role, create a completely empty Access Profile. When a user is assigned that Access Role, then the privileges available to them are completely defined by their Role.

Create a Developer Profile

Application designers and developers will need a profile that lets them do some administrative activities, customize application components, and do advanced coding. Using the Regular User profile as a base, consider adding the following selections for application designers and developers:

• Global Permissions - View, Create, Update, and Delete records
• Access Control/User Management - To create test users
• Create/Delete Views/Reports/Homepages
• Make Views/Reports Visible to Others
• Manage Global Views/Reports
• Print using Views and Reports
• Import and Export Data
• Customize Objects
• Manage Applications
• Manage Packages
• Manage Translation Workbench
• Manage Develop Features
• Manage Debug Log

Access Profile Settings

This section describes the profile options as they appear onscreen.

Access Profile Information

Give the Profile a name, and a general description. (You reference the profile by name when assigning it to a user.)

Login IP Address Restrictions

For extra security, enter ranges of IP addresses from which users are allowed to access the platform. If a user attempts to login from a computer on a network outside of the specified range, access to the platform is denied.

Users that have the Access Control permission can specify the range of IP addresses from which user logins are allowed

To configure an IP address range

1. Click Settings > Administration > Access Profiles
2. Select the Access Profile of interest, or create a new one
3. Enter an IP address range in the text area, following these guidelines:
   • A maximum of 25 IP address ranges can be specified
   • Enter one range per row in the text area
   • Add, Modify and Delete the entries, as needed
   • Accepted format is xxx.xxx.xxx.xxx - yyy.yyy.yyy.yyy, where:
     • xxx and yyy are numbers in the range 0-255
     • xxx.xxx.xxx.xxx is less than or equal to yyy.yyy.yyy.yyy
   • To specify a single IP address, use the same IP address for the start and endpoint of the range: 192.168.1.10 - 192.168.1.10

How it works

• When a user attempts to log in, the IP address of the system the request originated from is checked against the configured settings. If the address is in the allowed range, the user can continue the login process. Otherwise, login is denied.
• Access violations are recorded in the audit log, identifying both the user and the IP address from which the login attempt originated
• Login restrictions apply to all user logins - using a web browser, Email Edition, mobile access, or REST APIs.
• The restrictions do not apply to Customer Support logins.

Tasks and Appointments

• Create - Ability to create Tasks and Appointments
• Others' Records - Ability to View, Update and Delete Tasks and Appointments created by others.

Global Permissions

Specify the operations a user can perform on all objects that an application Role gives them access to:

• View Records
• Create Records
• Update Records
• Delete Records

Administrative Permissions

Administrative Permissions are assigned in an Access Profile. They allow a user to customize selected aspects of the platform. (Data Access Permissions, in contrast, determine what objects, records, and fields a user can see by virtue of their role and team memberships.)

Tip: Users given Administrative Permissions should have the following skills: Familiarity with the platform and your organization's business processes Good understanding of the Application Design Guide Excellent understanding of the area(s) they will be modifying

User and Ownership Controls

User Management - Create and manage users and teams

Access Control - Manage roles and password policies

Change Ownership of my Team’s Records

Change Ownership of Self Owned Records

Manage Personal Setup

Reporting Controls

Create/Delete Views/Reports/Homepages

Export Views and Reports

Make Views/Reports Visible to Others

Manage Global Views/Reports

Print using Views and Reports

CRM Features

Lead and Case Assignment Policies

Notes and Attachments

Data Management Controls

Access Mass Data Operations

Import and Export Data

Manage Audit Log

Manage Recycle Bin

Manage Tags

Application Controls

Customize Objects

Manage Applications - Add/Update/Delete platform applications

Manage Packages

Manage Translation Workbench

Development Controls

Use Development Features - Work with classes, pages, sites, and other development features

Manage Debug Log

Manage Sandboxes (Only appears if sandboxes are enabled)

Account Controls

Manage Company Capabilities

Proxy Login Access

Proxy Login Configuration

Support Cases - View and modify support cases filed by others

Administer Versioning (Only appears if versioning is enabled)

Activities (Tasks and Appointments) Permissions

These settings give users the ability to:

• Create Tasks and Appointments
• View, update, or delete Tasks and Appointments created by other team members