Imagine you have a superpower that lets you control exactly who sees what and who can do what inside Salesforce. That’s exactly what Custom Permissions and custom permission set do—they let you fine-tune user access, making sure people only get the permissions they really need. Let’s dive in and learn everything about Salesforce Custom Permissions in a simple, easy-to-understand way.
What Are Custom Permissions in Salesforce?
Custom Permissions in Salesforce are special switches you create to manage access to specific features and functions within Salesforce. They’re designed to grant users access to very specific tasks or actions without needing to create multiple complex profiles or permission sets. Think of them as keys that unlock special areas or features for users who need them.
Technically speaking, a custom permission is a metadata component that can be referenced in Apex, validation rules, Flows, and Lightning components. Instead of hardcoding logic or building complex user checks, you can simply check if a user has a custom permission, making your org more flexible and maintainable. They are especially useful for conditional logic that shouldn’t be tied to a specific role or profile, giving developers and admins more control over feature access.
How They Differ from Profiles, Roles, and Permission Sets
Profiles in Salesforce control baseline access to objects, fields, tabs, and other system-wide features. Every user must be assigned a profile, and it sets the foundation of what a user can and cannot do.
Roles are used in the role hierarchy to determine record-level access and visibility, primarily for sharing rules and reporting. They do not directly control object permissions but influence what data users can see based on their position in the hierarchy.
Permission Sets are extensions of profiles. They allow admins to grant additional permissions to specific users without changing their profile. This is especially helpful when only a subset of users needs extra access.
Custom Permissions go one level deeper. Instead of controlling access to objects or fields, they are used to manage access to specific pieces of functionality—like showing or hiding a button, skipping a validation rule, or enabling a section in a Flow. They are not tied to standard Salesforce security layers like CRUD (Create, Read, Update, Delete) but are instead used as logic switches in Apex, Flows, validation rules, and Lightning components.
To summarize:
- Profiles: Define baseline permissions and access.
- Roles: Determine record visibility based on the org hierarchy.
- Permission Sets: Add flexibility by layering on top of profiles.
- Custom Permissions: Control specific features or processes through custom logic.
Together, these tools offer a robust way to manage security and access in Salesforce.
Where Custom Permissions Fit in the Security Model
Custom Permissions fit neatly into Salesforce’s layered security model, adding flexibility for users and data access without cluttering the system. They complement profiles and permission sets by handling small, detailed access needs separately, simplifying overall user management and improving system performance.
Why Use Custom Permissions?
Custom Permissions streamline the way administrators and developers manage permissions in Salesforce, allowing them to quickly and effectively grant and revoke detailed access.
Key Benefits for Admins and Developers
- Simplicity: Easily manage detailed permissions without multiple profiles or permission sets.
- Flexibility: Quickly grant or remove access to specific features.
- Speed: Faster setup, deployment, and changes in Salesforce environments.
- Clarity: Clearly defined permissions reduce confusion and administrative workload.
Common Scenarios (with mini-bullets for clarity)
- Hide/show UI elements: Easily control visibility of buttons, fields, tabs, and components.
- Control Flow behavior: Enable or restrict users from triggering specific Salesforce Flows.
- Validate sensitive record changes: Protect critical data by restricting who can modify certain records.
- Modular access for managed packages: Provide flexible feature access for managed apps, ensuring users only interact with what they truly need.
By clearly understanding and leveraging Custom Permissions to manage users and data , Salesforce administrators and developers can significantly enhance their platform’s efficiency and security, ensuring users have exactly the right tools for their roles.
How to Create and Configure Custom Permissions
Step-by-Step via Setup UI
- Navigate to Salesforce Setup.
- In the Quick Find box, type “Custom Permissions.”
- Click on “Custom Permissions” and then click “New.”
- Provide a descriptive label and name for your Custom Permission.
- Optionally, add a clear description to document its purpose.
- Click “Save” to finalize creation.
Assigning to Profiles and Permission Sets
Once created, Custom Permissions need to be assigned:
- Go to either the profile or permission set where you want to grant access.
- Scroll down to the Custom Permissions section.
- Check the box next to your newly created permission.
- Save your changes to ensure the right users have the permissions they need.
Adding Custom Permissions to Packages (for ISVs)
For Independent Software Vendors (ISVs) who build apps:
- Include Custom Permissions directly within your managed or unmanaged packages.
- This ensures consistent access across deployments, simplifying customer setups and upgrades.
Limitations and Gotchas
When Not to Use Custom Permissions
Avoid using Custom Permissions if basic profiles or permission sets adequately meet your needs. They add complexity that isn’t always necessary.
Missing Object-Level Security (OLS)
Custom Permissions cannot grant direct access to objects or fields. You still need profiles or permission sets for object-level permissions.
Deployment Considerations (Metadata API Tips)
Always test and edit custom permissions thoroughly when deploying between environments, using tools like Salesforce’s Metadata API for safe and accurate transfers.
Best Practices for Managing Custom Permissions
Naming Conventions
Use clear and descriptive names, making it easy to understand the permission’s purpose at a glance.
Documentation and Governance
Maintain detailed documentation explaining how to create or edit custom permissions, each Custom Permission’s purpose, users, and impacts.
Versioning in Change Sets / DevOps Pipelines
Track and document Custom Permissions clearly within your deployment processes and DevOps tools to ensure smooth version control and rollback capabilities.
FAQs on Salesforce Custom Permissions
Can I use them in Flow?
Yes, Custom Permissions can be integrated directly into Salesforce Flows for dynamic control.
Do they support guest users?
Guest users can access features controlled by Custom Permissions, with some security restrictions.
Are they available in Experience Cloud?
Yes, Custom Permissions are fully compatible and available in Salesforce Experience Cloud.
Conclusion: Why Every Salesforce Org Should Use Custom Permissions
Custom Permissions make Salesforce management easier, faster, and safer by allowing precise control over user actions and visibility. Every organization using Salesforce can benefit greatly from incorporating Custom Permissions into their security strategy.
Need Help Implementing Custom Permissions?
If you’re looking to implement custom permissions or fine-tune user access in your Salesforce org, Selah Digital is here to help. Our team of certified Salesforce experts specializes in crafting scalable, secure solutions tailored to your business.
Contact Selah Digital to schedule a free consultation and see how we can simplify your Salesforce access model.
