Share Salesforce Access Safely (Profiles, Roles, and API Tokens)
Share Salesforce Access Safely (Profiles, Roles, and API Tokens)
Why “SysAdmin for everyone” is dangerous
Salesforce holds customer data, contracts, and revenue pipelines. A misconfigured profile or leaked token can trigger compliance issues and trust damage. The fix: profiles, roles, and MFA.
Profiles & roles
- Profiles: set baseline object permissions (Read/Create/Edit/Delete).
- Roles: determine record-level visibility (hierarchy).
- Grant only what’s needed—most users need Standard User, not System Administrator.
API tokens
- Never email security tokens. Deliver via a one-time, expiring link with a separate access code: Safe Way to Share Passwords.
- Rotate tokens during handoffs. Secrets rotation guide: Rotate Shared Credentials.
- IP restrictions for tokens and sessions where possible.
Onboarding checklist
- Verify identity before invite. Habit: Verify Links.
- Assign the smallest profile and role that fits.
- Require MFA (Salesforce Authenticator or WebAuthn keys).
- Log and alert for profile changes, failed logins, and large data exports.
Offboarding & audits
- Deactivate the user, then revoke OAuth tokens and connected apps.
- Audit reports for mass downloads or suspicious queries.
- For clients/agencies, restrict access by permission sets and expire after project end.
Useful external references
Related reading
Share CRM Access Safely · Client Onboarding (Checklist) · Send CRM Exports Safely
Bottom line
Profiles + roles for humans, scoped tokens for apps, MFA for all, and clean offboarding. That’s Salesforce without scary surprises.
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