Using Personas for Salesforce Permissions and Security June 14th, 2017

Today’s Speakers

Alex Sutherland VP, Strategy CRM Science @apexsutherland

Mike Gerholdt Director, Admin Evangelism Salesforce @MikeGerholdt

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The video will be posted to YouTube & the webinar recap page: bit.ly/personasforaccess

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Today’s Agenda

•  Intro to Personas

•  Developing Personas

•  Persona Examples

•  Lightning Considerations

•  Resources

•  Q&A

Intro to Personas

Why Should I Use Personas for Security configuration?

•  Security configuration without a cohesive design is like trying to do a jigsaw puzzle without looking at the box!

•  Personas can be your picture of the completed puzzle

•  Personas will make it easier to explain your security configuration to other stakeholders

Key things to keep in mind…

•  Personas are not Profiles

•  Appropriate security configuration improves user experience

•  Less is more!

What are “Personas”?

UX Personas for Salesforce Badge on

Trailhead

•  Groups of users clustered based on shared

behavior, motivations, goals, pain points, and

other descriptors

•  Abstracted from configuration specifics and

organizational roles

•  Focus on the use cases and tools users need to

be productive

Developing Personas

How Do I Develop Personas?

Survey & interview your users!

Group your research results into

common behaviors & patterns

Name your Personas according to

what they do - i.e. “Pipeline Builder”

Build configurations & map Users

1

2

3

4

Translating Persona Behaviors into Permission Configuration

•  Look for core behaviors & tasks shared across multiple Personas and

enable that functionality in a common Profile - i.e. “Sales User Profile”

•  Look for specific behaviors that require granular permissions and can

be split into Permission Sets and combined to enable unique Personas

- i.e. “Lead Generation”

Persona Example

Pipeline Builder Persona Prospect and nurture leads

Pipeline Builder Persona Security Configuration

Pipeline Builder

User Features ❏  Marketing User ❏  Salesforce1 User

Profile Sales User Profile

Permission Sets ❏  Lead Generation ❏  Telephony Integration ❏  Email Integration

Role Inside Sales Team

Sharing Rules

❏  Leads - R/W on records owned by Outside Sales ❏  Accounts - R/W on records owned by Outside Sales ❏  Opportunities - Read on records owned by Outside

Sales

Deal Closer Persona Work and close deals

Side-by-Side Persona Comparison Pipeline Builder

User Features ❏  Marketing User ❏  Salesforce1 User

Profile Sales User Profile

Permission Sets

❏  Lead Generation ❏  Telephony Integration ❏  Email Integration

Role Inside Sales Team

Sharing Rules

❏  Leads - R/W on records owned by Outside Sales

❏  Accounts - R/W on records owned by Outside Sales

❏  Opportunities - Read on records owned by Outside Sales

Deal Closer

User Features ❏  Marketing User ❏  Salesforce1 User ❏  Allow Forecasting

Profile Sales User Profile

Permission Sets ❏  CPQ User ❏  Contract Generation ❏  Email Integration

Role Outside Sales Team - Region X

Sharing Rules

❏  Leads - Read on records owned by Inside Sales

❏  Accounts - R/W on records owned by Inside Sales

❏  Opportunities - R/W on records owned by Inside Sales

Mapping Users to Personas

Create a custom “Persona”

picklist field on your User object

to help you map users to their

primary Personas

New dimensions with Lightning Experience! •  Lightning Pages change the

paradigm for page layout assignment

•  Page assignment at the Record Type or Profile level now override the App and Org defaults

•  Configuration becomes more app-centric vs. profile-centric

Resources

Resources

UX Personas for Salesforce Badge on Trailhead: https://trailhead.salesforce.com/trails/build-better-ux/modules/ux-personas-for-salesforce

Protect your Salesforce Data Trail on Trailhead: https://trailhead.salesforce.com/trails/security

Best Practices on Creating Effective Personas on Medium: https://medium.com/salesforce-ux/best-practices-on-creating-effective-personas-620a5076bdd2

Data Driven Personas at Salesforce on Medium https://medium.com/salesforce-ux/data-driven-personas-at-salesforce-cdd0dd321281

Salesforce Data Security Model - Explained Visually on Dev Site: https://developer.salesforce.com/blogs/developer-relations/2017/04/salesforce-data-security-model-explained-visually.html

Q&A bit.ly/AdminWebinarGroup

Survey bit.ly/aw-surveypersonas

Slides bit.ly/personasforaccess

Wrapping Up

Thank Y u