In this article, I introduce some user management features such as user access policies, view summaries of users, and permission sets. These features are either recently introduced or going to be generally available in the summer 24 release. I provide a step-by-step demonstration of how to enable and use the user access policy feature, which allows you to manage the assignment of permission sets, public groups, and queues to users. I also showcase the view summary feature, which displays all the permissions assigned to a user or a permission set on a single page. No action is requested from the viewers, but this video aims to provide valuable information about these user management features.
Key Steps:
- Enable User Access Policy:
- Go to Salesforce setup.
- Navigate to User Management settings.
- Enable the User Access Policy feature.
- Create User Access Policies:
- In the Salesforce setup, go to User Access Policy.
- Click on “New User Access Policy”.
- Enter a name for the policy.
- Define the order of execution for multiple policies.
- Click “Save”.
- Click “Edit Criteria” to define the criteria for the policy.
- Select the criteria based on role, permission set, profile, etc.
- Select the desired actions (grant or revoke access).
- Click “Save”.
- Apply or Automate the Policy:
- To apply the policy manually to existing users:
- Click “Apply Policy” on the User Access Policy page.
- Apply the policy to the selected users.
- To automate the policy for new or updated users:
- Click “Automate Policy” on the User Access Policy page.
- Select the trigger option (user created, user updated, or both).
- Activate the policy.
- To apply the policy manually to existing users:
- Test the Policy:
- Go to the user record that meets the policy criteria.
- Edit the user record.
- Save the record.
- Verify that the policy has been applied successfully.
- Utilize View Summary:
- On the user object:
- Click “View Summary” to see all assigned permissions on a single page.
- Review object permissions, field access, and other permissions.
- On the permission set:
- Click “View Summary” to see all assigned permissions on a single page.
- Review permission set groups and user permissions.
- On the public group:
- Click “View Summary” to see where the group is used in Salesforce.
- Review owner-based sharing rules, criteria-based sharing rules, reports, dashboard folders, etc.
- On the user object:
Cautionary Notes:
- Ensure that the User Access Policy feature is enabled before creating user access policies.
- Carefully define the criteria for the policies to ensure they are applied to the correct users.
- Double-check the actions and assignments in the policies to avoid granting or revoking access incorrectly.
- Test the policies on a test user before applying them to all users to ensure they work as intended.
Tips for Efficiency:
- Use the “Automate Policy” feature to save time by automating the application of policies to new or updated users.
- Utilize the “View Summary” feature on the user object, permission sets, and public groups to quickly review assigned permissions and where they are used.
- Regularly review and update user access policies to ensure they align with the organization’s security and access requirements.