Salesforce Standard Profiles: The Complete List and What They Do

Salesforce, the popular customer relationship management software, offers various “out of the box” Standard Profiles to help organizations get started with their access management. Each of these profiles, like System Administrator, Standard User, Read Only, Solution Manager, Marketing User, and Contract Manager come with a set of predefined permissions. This guide will walk you through the list of standard profiles in Salesforce, highlighting their main permissions and potential uses within your organization.

What Are Salesforce Profiles?

In the Salesforce ecosystem, profiles hold a pivotal role and serve as the backbone of the user interface and experience. They define and govern the actions and permissions a specific user, or group of users, can take or access. In essence, Profiles are the principal controllers of ‘What’ a user can do within their Salesforce environment.

Each user assigned with a profile inherits its set of permissions, which dictates what tasks they can perform, what data they can view or modify, and which pages they have access to.

Profiles can be thought of as a collection of settings and permissions that help to maintain security and division of duties, thereby streamlining workflow and simplifying tasks within your Salesforce setup.

Why Are Standard Profiles Important?

There are several standard profiles available in Salesforce, each designed to match commonly held roles in an organization – viz., System Administrator, Standard User, Read-Only User, etc. Each of these profiles comes equipped with a default set of permissions. For instance, a user with a ‘Read-Only’ profile will be able to view records but won’t have the permissions to modify them.

The major advantage of standard profiles is that they save time and reduce the possibility of error by providing ready-to-use, tried-and-tested sets of permissions. Businesses can trust these pre-configured packages to provide effective baseline access controls that adhere to industry and Salesforce best practices.

The List of Standard Profiles in Salesforce

The Salesforce standard profiles come pre-defined with specific permissions, offering a robust starting point for user access management.

1. System Administrator

• Description: The System Administrator profile holds the highest level of privileges. Users with this profile have unrestricted access to all features and settings within Salesforce, including the ability to manage users, modify settings, and fully customize the Salesforce environment.
• Intended Use Case: Reserved for those who manage and maintain the Salesforce instance at the organizational level.

2. Standard User

• The Standard User profile allows for the creation and editing of records, but with more limited access to settings and customization features compared to the System Administrator.
• Ideal for regular employees who need to manage data related to their department or projects without requiring full administrative capabilities.

3. Read Only

• As the name suggests, the Read Only profile provides viewing access but does not allow the user to create, edit, or delete any records.
• Suitable for individuals who need access to information within Salesforce for reference or reporting purposes but do not participate in data management.

4. Solution Manager

• Users with the Solution Manager profile can manage solutions within the platform. They have permissions to create, edit, and delete solutions, offering support and information within the organization.
• Best for individuals responsible for developing and managing solutions to organizational problems, typically in a support or knowledge management role.

5. Marketing User

• The Marketing User profile has permissions tailored to managing campaigns and leads. This includes creating and tracking marketing campaigns, managing leads, and analyzing marketing data.
• Designed for marketing departments or individuals in charge of lead generation and campaign management.

6. Contract Manager

• Users assigned the Contract Manager profile can manage and approve contracts within Salesforce. This includes creating, editing, activating, and approving contracts.
• Ideal for members of the legal or sales team who handle contractual agreements with customers or partners.

How to Choose the Right Standard Profile for New Users?

Assigning the right standard profile to new users is a crucial step that can impact both their productivity and the overall security of your Salesforce environment. Here’s a guide to help you make an informed decision:

1. Understand the User’s Responsibilities: Begin by outlining the tasks the user will need to perform in Salesforce. Will they primarily be viewing records, or will they need to create and modify data? Do they need to manage campaigns, approve contracts, or work with solutions?
2. Consider Security Needs: Evaluate any data protection regulations or company policies that might limit what the user should be able to access or modify. Err on the side of caution – it’s generally better to start with lower access and adjust upwards as needed.
3. Review Standard Profile Definitions: Familiarize yourself with the permissions associated with each standard profile. Look carefully at what each profile can and cannot do, and find the one that best matches the user’s responsibilities. The Salesforce documentation can be a helpful resource here.
4. Adapt and Revise: Choosing a profile isn’t a one-and-done decision. If you notice that a user’s profile doesn’t adequately meet their needs or if their role changes, you may need to adjust the profile they are assigned.

Remember, Salesforce is extraordinarily flexible – if none of the standard profiles match your needs, you can always copy a standard profile and create a custom one tailored to your specific requirements. But, starting with standard profiles often makes sense, particularly when a user’s needs align well with the permissions set in one of the standard profiles.

How to Assign Standard Profiles to Users?

Assigning Standard Profiles to users in Salesforce is a straightforward process. Below is a step-by-step guide to help you grant the right permissions to your users:

1. Navigate to User management: Click on the ‘App Launcher’ in the top left, then search and select ‘Users’.
2. Select a User: Find the user to whom you want to assign a profile and click on their name to go to their detail page.
3. Edit User Information: Click ‘Edit’ in the top right corner of the user details section.
4. Select Profile: In the ‘Profile’ dropdown, select the standard profile you wish to assign to the user.
5. Save Changes: After selecting the appropriate profile, click ‘Save’.

Can Standard Profiles Be Customized?

In Salesforce, standard profiles come with a predefined set of permissions and access controls. They are intended to provide immediate, adaptable permission sets for common roles in a business environment. However, it is essential to note that these standard profiles cannot be modified or customized.

This restriction ensures that access controls, which might pose potential security risks, are not inadvertently altered. It also retains the integrity of these profiles as the “starting point” or “baseline” for various user roles.

What Happens If a Standard Profile Doesn’t Fit a User’s Needs?

While Standard Profiles can cover a broad range of user roles, they may not perfectly suit all users’ needs. If a standard profile does not fit a user’s role, Salesforce provides two flexible options: Cloning a Standard Profile or using Permission Sets.

Cloning Standard Profiles

If a Standard Profile closely aligns with a user’s needs, but certain adjustments are required, you can clone the profile. This creates a Custom Profile that you can then edit to meet the user’s needs. This is an effective way of maintaining the base permissions of the standard profile while making necessary tweaks for specific user roles.

Using Permission Sets

Permission Sets are an effective way to grant additional permissions without modifying the basic profile of a user. This functionality is beneficial for users who need to carry out operations outside their standard profile permissions temporarily or for one-off tasks. Permission sets can be added or removed as needed, providing flexibility while maintaining overall security.

Conclusion

Understanding the list of standard profiles in Salesforce is fundamental for efficient access management. These built-in configurations serve as great starting points and ensure baseline security measures. However, remember that Salesforce also permits granular control through custom profiles and permission sets to tailor user access as per unique needs.