Security and Access

21. Communities’ Security Settings

Consideration with regard to security and access has to do with community security settings. And so a few things we're going to cover. First of all, if you go into setup and search for community, you'll see a link here for community settings that will take you to the community starting point where you can enable communities in your own organization. We are going to go ahead and enable a community in our.org and we'll do some of the customization. We will revisit communities later in the Service Cloud applications section of this course. But as it relates to security, I wanted to at least start down the path of enabling communities and then also that teaches the point of needing to select a domain name. And this works like a subdomain. And you see here in my instance, there's the text box here followed by development and then NA 59, Force.com. And whatever you select, you need to check the availability. As a result, you should check to see if your name is available. You may want to use this community in the future for either work purposes or job seeking purposes, or just self-branding and promotion purposes, but I'll leave that up to you to decide what domain name you want to check the availability on. And I believe it just needs to be unique to this particular instance of the Force.com platform. So let me try Advanced Admin and check the availability there. And that's taken as well. It looks like about 22 characters or so. All right, so I just put in Myqueer Advanced Adm and that was available. So I'm going to click "Save." One thing to note is that once you say this, it cannot be undone. And so this means that you're using a custom domain, and there are times when you want to do this. And in order to teach in communities at all,that is something that we need to do. So I want to go ahead and proceed. But before you do so, make sure you're not in a workplace environment or some environment that you don't want to introduce a custom domain in. So I click OK and then the screen refreshes. And so what has happened here? We've not created a new community yet. If we go to community settings, you will see that the default domain name for communities in my organisation is what I set previously. So one thing to bear in mind at this point is that communities are a very deep topic and there's actually a certification around communities. And so we're not going to go terribly in-depth on communities, but enough to where you understand the security settings that are available in communities. And another resource that I want to highlight is this help link called Who Can See what I mean in Communities? I'll link to that down below in the resource link for this lesson. And one thing to note is that communities can contain various types of users who require varying levels of access, and what users see depends on their user type and which tabs the administrator selects when creating the community. The behaviour we cover in these tables doesn't take into account updates to your sharing model or user sharing. And so we've looked previously, if you remember, at sharing rules, and on that screen or for sharingsettings, there's a default internal and external access. And in this column, you'll find externalcommunity members like customers, portal partners, portalpartners, community customers, community lighting, external apps, and license. So the point of distinction here is that you could have internal community members (all salesforce licenses, including Chatter Free and Chatter Only) and external community members (typically customers or partners). Don't worry about the long list of different types of community members. The main point is that there are different types of communities and there are other communities for employees that would be more of an internal use case. External would be for partners,for example, or customers. So be sure to reference this as further guidance on some of these different items. One thing that you'll notice that I'll show you here is the global header, and this may come up on the exam, so I want you to know what the global header is. And so if we go back into community settings, or actually if we go back into all communities, let's create a new community. And you'll notice now that my URL has changed. Up at the top, it says MikeWheeler, Advanced Admdeveloper Editionbuilder, NA 59 force.com. You can then select from the different templates that Salesforce provides. And these are community templates. You see, the Help Center is a new one. There's a customer account portal and a customer service one. Build your own central Aloha as well. And then salesforce tabs and visualforce. So, depending on what you're wanting to accomplish,you'll want to select one of these communities. I want to lay the groundwork for something that we're going to do later in the Service and Support Applications section. And also, just because this is new, I want to make this as relevant and as new as possible as I record this. So we're going to select the Help Center template here, and you'll notice that these bulletpoints note the different types of communities that you can build and also a description. So this one for Help Centers is intended for self-service or curated knowledge,case deflection, and guest case creation. Case deflection is where you're trying to avoid cases from being created, and a lot of times you do that in a service environment by providingknowledge articles so that users can get their answers and not submit cases, thereby deflecting the creation of a case. We're going to select New, select Help Center, and select Get Started. And so a lot of the security and access depends on what you set up during these steps as well. So I'm just going to call this Help Center and then the URL on the end here. We could have an optional path here after the leading URL point here. So I'm going to put Help Center on this end as well and click Create. And as it builds out the community,we have to wait a little bit. And so there's this nice animation, and then eventually it refreshes and loads. And so now our community has been created, and so let's click on Administration though to configure some of these settings. And so, out of the box,our community is not activated yet. We can activate this community and that will make this community live at this URL and you can actually view it. You know, so change the template by clicking here to make it a different community template. And then as well for preferences, you can set general and community management preferences and also set file size maximums and the types of files that you allow. As a result, many of these are community-related settings. So I think it would be a good idea for you to go through and look at all these different selections just to understand what's possible. A lot of this is not going to make sense until we dive more deeply into communities and deal with the service applications and knowledge areas. And one specific security setting is that you can make this available to different profiles or permission sets in these communities. So, right now, you can select a profile, a systemadministrator, but you could expand this to other profiles that can access the community. You can also make your community available to visitors that have certain permission sets assigned. For example, and then you can either use default roles such as employee, customer, or partner or select custom community roles. I'm just going to leave that default and click Saveand then as well as log in and registration settings. And then you can specify different pages for your community home. And even when the community is down and the service is not available, you can still select a page there, right? So let's go back into our Salesforce instance. Let me go into the community and you'll see it's in preview mode. If I click this link right now, you will see that this URL no longer exists. So I need to activate the community in order to be able to pull it up. Let's go into Workspaces and let's go into Administration. And it's here, under Settings, that we activate the community. I'm going to click Activate Community. Click "okay." My community has been activated, and I previously published it previously.So if I click on this link, I'll see what this looks like to the outside world. Now I have my own Help Center community and the intended use case of this is that you can search for help articles to see if there are any matching help articles that come up, and this will come into play later as we build this community further in the services port knowledge area. So now, as it relates to security and who can see what inside of communities, let me get into the setup menu. If I can find a tab, let me just go to setup and we will look at the sharing settings screen again, so we will revisit this screen with a community in mind. Remember that if you recall, we looked at default internal access and as far as it relates to default external access, external users cannot have greater access to internal users and so the external access on an object by object basis will be equal to or more restricted on an external basis. And remember as well, external users would be those that fall under the category of a customer or a partner, for example, where it's internal but inside of the community, maybe an employee community for example. And so let's see what we're able to edit at this point in our organisation by defaults for default external access. And you notice that much cannot be edited. The user has a selection here to make user records private or public read only, and that's the only access that we have available to edit. We can manage the sharing of records through these checkboxes now for manual user record sharing. That means that if it's enabled, then users can share their own user records, and that would be a manual sharing of their own user records with other community users. Now if we check manager groups, then if enabled, users can share records with their managers and manager subordinate groups. And then the final designation is that you can use a personal role for the first user in a community account. Now, I'm not going to make any changes to the sharing settings in My.org. You'll also notice as you work through the different steps to set up your community that you will receive a few emails with links to the community and you'll also get a new user account email welcoming you, for example,to the help centre in this instance. So one thing to finally address is this global header. I mentioned this briefly earlier, but I wanted to make sure we got that enabled for your profile. So you can see what that is because that is something that also has to do with the security settings and visibility in the community. Let me find my setup menu again. You seem to be losing that. So I go into setup and go into my systemadministrator profile since that's what's assigned to me. You can create a permission set in order to assign the global header to various users. But for the sake of time, I'm just going to go into profiles and turn this on at the profile level for my profile. But you can do this on an audible basis through permission sets as well. So if we go into not the custom systemadministrator but the regular standard system administrator profile, then let me look for just the word header. So it's the system permission called "view global header." So we select that. That takes us to this check box, and it's unchecked by default. This used to be checked in the past, and you would automatically be able to view the global header as an admin. So I'm going to actually have to edit that in order to check it. A long list here of system permissions. So if I click edit and then viewglobal header, let me click save. All right, so here is the global header and I had to pause and switch to Salesforce classic. It appears that the global header is not available inside of the Lightning experience, and I was trying to get it to show up or appear and then realised it's probably not enlightened yet, which is the case, and so this appears to be the global header. So once that's enabled, you can switch between the internal salesforce instance or your community, which in my case is help center, and if you have multiple communities, they will appear here and you can select those. So the global header is intended for internal users to be able to switch between instances and view the community and then go back into salesforce from the internal perspective. And this is this grey bar across the top. So I want to make sure you know what the globalheader was and what the use case for it was. Then as well, that can be set access can be turned on as a system permission for viewing global headers and that can also be assigned to permission sets as well. So be sure and check out who can see what in which communities and read up on the global header and at least become aware of what else is possible inside of the community. And now let's continue on, though we've spent enough time for now on communities, and as I mentioned, there's an entire surface certification around communities, community consultant certification, a very deep and broad topic there, but let's dive further into security and access as it relates to advanced administrator certification.

22. Record Type Security Considerations

Consideration with regard to security and access has to do with community security settings. And so a few things we're going to cover. First of all, if you go into setup and search for "community," you'll see a link here for "community settings" that will take you to the community starting point where you can enable communities in your own organization. We are going to go ahead and enable a community in our.org and we'll do some of the customization. We will revisit communities later in the Service Cloud applications section of this course. But as it relates to security, I wanted to at least start down the path of enabling communities and then also that teaches the point of needing to select a domain name. And this works like a subdomain. And you see here in my instance, there's the text box here followed by development and then NA 59, Force.com. And whatever you select, you need to check the availability. As a result, you should check to see if your name is available. You may want to use this community in the future for either work purposes, job seeking purposes, or just self-branding and promotion purposes, but I'll leave that up to you to decide what domain name you want to check the availability of. And I believe it just needs to be unique to this particular instance of the Force.com platform. So let me try Advanced Admin and check the availability there. And that's taken as well. It looks like about 22 characters or so. All right, so I just put in Myqueer Advanced Adm and that was available. So I'm going to click "Save." One thing to note is that once you say this, it cannot be undone. And so this means that you're using a custom domain, and there are times when you want to do this. And in order to teach in communities at all,that is something that we need to do. So I want to go ahead and proceed. But before you do so, make sure you're not in a workplace environment or some environment that you don't want to introduce a custom domain in. So I click OK and then the screen refreshes. And so, what has happened here? We've not created a new community yet. If we go to community settings, you will see that the default domain name for communities in my organisation is what I set previously. So one thing to bear in mind at this point is that communities are a very deep topic and there's actually a certification around communities. And so we're not going to go terribly in-depth on communities, but enough to where you understand the security settings that are available in communities. And another resource that I want to highlight is this help link called Who Can See What I Mean in Communities? I'll link to that down below in the resource link for this lesson. And one thing to note is that communities can contain various types of users who require varying levels of access, and what users see depends on their user type and which tabs the administrator selects when creating the community. The behaviour we cover in these tables doesn't take into account updates to your sharing model or user sharing. And so we've looked previously, if you remember, at sharing rules, and on that screen or for sharingsettings, there's a default internal and external access. And in this column, you'll find externalcommunity members like customers, portal partners, portalpartners, community customers, community lighting, external apps, and licences. So the point of distinction here is that you could have internal community members (all salesforce licenses, including Chatter Free and Chatter Only) and external community members (typically customers or partners). Don't worry about the long list of different types of community members. The main point is that there are different types of communities and there are other communities for employees that would be more of an internal use case. External would be for partners,for example, or customers. So be sure to reference this as further guidance on some of these different items. One thing that you'll notice that I'll show you here is the global header, and this may come up on the exam, so I want you to know what the global header is. And so if we go back into community settings, or actually if we go back into all communities, let's create a new community. And you'll notice now that my URL has changed. Up at the top, it says MikeWheeler, Advanced Admdeveloper Editionbuilder, NA 59 force.com. You can then select from the different templates that Salesforce provides. And these are community templates. You see, the Help Center is a new one. There's a customer account portal and a customer service one. Build your own central aloha as well. And then salesforce tabs and visualforce. So, depending on what you're wanting to accomplish,you'll want to select one of these communities. I want to lay the groundwork for something that we're going to do later in the Service and Support Applications section. And also, just because this is new, I want to make this as relevant and as new as possible as I record this. So we're going to select the Help Center template here, and you'll notice that these bulletpoints note the different types of communities that you can build and also a description. So this one for Help Centers is intended for self-service or curated knowledge,case deflection, and guest case creation. Case deflection is where you're trying to avoid cases from being created, and a lot of times you do that in a service environment by providingknowledge articles so that users can get their answers and not submit cases, thereby deflecting the creation of a case. We're going to select New, select Help Center, and select Get Started. And so a lot of the security and access depend on what you set up during these steps as well. So I'm just going to call this Help Center and then put the URL on the end here. We could have an optional path here after the leading URL point here. So I'm going to put Help Center on this end as well and click Create. And as it builds out the community,we have to wait a little bit. And so there's this nice animation, and then eventually it refreshes and loads. And so now our community has been created, and so let's click on Administration to configure some of these settings. And so, out of the box,our community is not activated yet. We can activate this community, and that will make this community live at this URL, so you can actually view it. You know, so change the template by clicking here to make it a different community template. And then, as for preferences, you can set general and community management preferences and also set file size maximums and the types of files that you allow. As a result, many of these are community-related settings. So I think it would be a good idea for you to go through and look at all these different selections just to understand what's possible. A lot of this is not going to make sense until we dive more deeply into communities and deal with the service applications and knowledge areas. And one specific security setting is that you can make this available to different profiles or permission sets in these communities. So, right now, you can select a profile as a systemadministrator, but you could expand this to other profiles that can access the community. You can also make your community available to visitors that have certain permission sets assigned. For example, and then you can either use default roles such as employee, customer, or partner, or select custom community roles. I'm just going to leave that default and click Saveand then as well as log in and registration settings. And then you can specify different pages for your community home. And even when the community is down and the service is not available, you can still select a page there, right? So let's go back into our Salesforce instance. Let me go into the community and you'll see it's in preview mode. If I click this link right now, you will see that this URL no longer exists. So I need to activate the community in order to be able to pull it up. Let's go into Workspaces and let's go into Administration. And it's here, under Settings, that we activate the community. I'm going to click Activate Community. Click "okay." My community has been activated, and I previously published it previously.So if I click on this link, I'll see what this looks like to the outside world. Now I have my own Help Center community and the intended use case of this is that you can search for help articles to see if there are any matching help articles that come up, and this will come into play later as we build this community further in the services port knowledge area. So now, as it relates to security and who can see what inside of communities, let me get into the setup menu. If I can find a tab, let me just go to setup and we will look at the sharing settings screen again, so we will revisit this screen with a community in mind. Remember that, if you recall, we looked at default internal access and as far as it relates to default external access, external users cannot have greater access to internal users and so the external access on an object-by-object basis will be equal to or more restricted on an external basis. And remember as well, external users would be those that fall under the category of a customer or a partner, for example, where it's internal but inside of the community, maybe an employee community, for example. And so let's see what we're able to edit at this point in our organisation by defaults for default external access. And you notice that much cannot be edited. The user has a selection here to make user records private or public read-only, and that's the only access that we have available to edit. We can manage the sharing of records through these checkboxes now for manual user record sharing. That means that if it's enabled, then users can share their own user records, and that would be a manual sharing of their own user records with other community users. Now if we check manager groups, then if enabled, users can share records with their managers and manager subordinate groups. And then the final designation is that you can use a personal role for the first user in a community account. Now, I'm not going to make any changes to the sharing settings in My.org. You'll also notice as you work through the different steps to set up your community that you will receive a few emails with links to the community, and you'll also get a new user account email welcoming you, for example,to the help centre in this instance. So, one thing to finally address is this global header. I mentioned this briefly earlier, but I wanted to make sure we got that enabled for your profile. So you can see what that is because that is something that also has to do with the security settings and visibility in the community. Let me find my setup menu again. You seem to be losing that. So I go into setup and go into my systemadministrator profile since that's what's assigned to me. You can create a permission set in order to assign the global header to various users. But for the sake of time, I'm just going to go into profiles and turn this on at the profile level for my profile. But you can do this on an audible basis through permission sets as well. So if we go into not the custom systemadministrator but the regular standard system administrator profile, then let me look for just the word header. So it's the system permission called "view global header." So we selected that. That takes us to this check box, which is unchecked by default. This used to be checked in the past, and you would automatically be able to view the global header as an admin. So I'm going to actually have to edit that in order to check it. A long list of system permissions here So if I click edit and then viewglobal header, let me click save. All right, so here is the global header and I had to pause and switch to Salesforce classic. It appears that the global header is not available inside of the Lightning experience, and I was trying to get it to show up or appear and then realised it's probably not enlightened yet, which is the case, and so this appears to be the global header. So once that's enabled, you can switch between the internal Salesforce instance or your community, which in my case is the help center, and if you have multiple communities, they will appear here and you can select those. So the global header is intended for internal users to be able to switch between instances and view the community and then go back into salesforce from the internal perspective. And this is this grey bar across the top. So I want to make sure you know what the globalheader was and what the use case for it was. Then as well, that can be set access can be turned on as a system permission for viewing global headers and that can also be assigned to permission sets as well. So be sure and check out who can see what in which communities and read up on the global header and at least become aware of what else is possible inside of the community. And now let's continue on, though we've spent enough time for now on communities, and as I mentioned, there's an entire surface certification around communities, community consultant certification, a very deep and broad topic there, but let's dive further into security and access as it relates to advanced administrator certification.

23. Delegated Administration

Exam guides are delegated to administration. And the bullet point in question specifically states that it compares and contrasts the capabilities of customer profiles, permission sets, and Delegated Administration.And so we've talked at length about profiles and permission sets. So I wanted to mention Delegated Administration, which you can find under the Security menu inside of Setup. I've clicked on that. That takes you to the manage delegated groups page. And so the idea behind Delegate Administration is that if you have certain users that you trust with certain administrative tasks, you can add them to a DelegatedGroup and then they can perform user administration, customobject administration tasks, or both. And so if you click on the Help for this page link, it will bring you to a help article called "Delegate Administrative Duties." I'll link to this in the resources, and here's a list of what Delegated Administrators can do. And we're not going to go through all these,but you can set them up so that they can do things such as unlock users. These delegates can also assign users to specific profiles, remove permission sets, and things of that nature. So let's create a delegated group. And so there's a warning here because we set up our login access policy that allowsadministrators to log in as other users. As a result, Salesforce recommends that we disable that if we grant DelegateAdministrators login access. And so let's, in our scenario, have a Delegated Group going to be managing some of the office equipment tabout there to fill in the developer's name. And so it's here that you can enable the groupfor login access, and that broadens their access to where they can login as users in the role hierarchy that they administer, meaning that they can impersonate any user. and the roles assigned to this group. I'm not going to enable that. I was going to click Save. So in this Delegated Group of OfficeEquipment, there are now these selections where we can add individuals as Delegated Administrators, UserAdministration, and a lot of other options. So, for example, if you wanted to open access for a Delegated Administrator to administer custom objects,you click Add and then specify the custom objects you wish for them to be able to administer. We shouldn't have any custom objects in our.org already, so we'll cancel that out of that.Let's add a delegated administrator. So we're adding Jim Doe as a delegate administrator. Then, one thing to keep in mind is that any users you add to this group will be authorised to act as Administrators for the designated set up tasks. So you add the users towards the top here as Delegated Administrators, and then you can provide them with any Delegated Tasks that they can perform. So if we wanted to give them the ability to perform user administration, we click "Add" there and for Roles and Subordinates. And so you're building upon your previousdesignation of the users that you've added to the Delegate Administration group to then give them the rights through user administration. In this example, you can then specify the roles and subordinates for which Delegated Administrators can actually create and edit users. So, for example, you can select a role from the role hierarchy and click Save. And you can even specify which profiles or permission sets are assignable by the Delegated Administrators.You can also assign public groups. These Delegated Administrators can specify which ones they can access if you edit these, as well as customobjects, if there are any custom objects in your.org, so let's select some assignable profiles. So I'm just selecting a couple of custom profiles and clicking Save. And here's a warning that spells out what the implications are of this. So I'm just going to click "okay" on this message. And so, additionally, you can open uppermission sets as assignable to Delegate Administrators. So here are the available permission sets, and we'll just add the medical equipment assets to the enabled permission sets and click Save. And we'll just leave the public groups and custom object administration alone. So a few things that delegate administrators cannot do are things like modify permission sets. For example, they can't assign and modify all data. So there are some limitations to what they can administer. And the idea behind Delegate Administration is that it's almost like a junior admin type of role. And there are only certain things that delegates can do, which limits their abilities. As a result, those who are newer to the Salesforce platform may begin as a Delegated Administrator. But I wanted to make sure that you are aware of this functionality because it may appear in the exam in some form or fashion. And so we've covered a lot of ground with security and access. But one thing or one bullet point that we haven't touched on yet is territory management. And that bullet point talks about describing the capabilities of territory management and the implications for the sharing model. So we're going to next begin intoterritory management, starting with the next lesson.

24. Territory Hierarchy Access Introduction

Territory management is mentioned in the exam guide under Security and Access and you're expected to be able to describe the capabilities of territory management and the implications for the sharing model. And so, by enabling territory management in your.org, that does introduce an additional hierarchy, which is known as a territory hierarchy. And so if we search for "territory set up," you'll find territory settings. Clicking on that brings you to the territory settings screen. And there's this initial screen here where we will enable what is known as enterprise territory management. And as I mentioned, that will introduce a territory hierarchy. Now, we've talked previously about the role hierarchy, so this is another hierarchy in addition to the role hierarchy, and it's a territory hierarchy. And so before we enable territory management, which we'll get into in the next lesson,I wanted to discuss some of the finer points as it relates to enterprise territory management. And so, typically, territory management has to do with cells or sales organizations. It is also a structure that allows you to divide territories based on geographic characteristics, named accounts, or even industries or verticals. And really, it's hard to understand on the front end. It's more once you see it in action. We will begin to discuss territory management or enterprise territorymanagement as it relates to security and access. And then as well, territory management will come into play later on in other knowledge areas also. So we're going to keep it focused as it relates to the implications of the sharingmodel as we're dealing with enterprise territory management. And so we're going to start this process starting with the next lesson, where we will enable enterprise territory management. And then we'll start working through these steps as far as building our territory hierarchy, which I mentioned previously, and then assigning users to territories and creating rules for account assignment. Then you preview your account assignments, and then you activate your territory model. So let's dive in now by enabling enterprise territory management in the next lesson.

25. Enabling Territory Management

Alright, so this should be a fairly short lesson in and of itself because we're going to be clicking this big green button to enable enterprise territory management. But I wanted to search before I did that inside of Setup for Hierarchy and see, so far, we have forecasted Hierarchy and then, of course, under Roles, you would have your role role hierarchy. It's not designated in the Setup menu, but it's here that you would access the role hierarchy. But I wanted to show you that there's no territory hierarchy out of the box. We've got to enable enterprise territory management,so I'm going to do so now by clicking the big green button. I don't know if you see this down here, but I received an error, and I don't know if it's because I clicked it twice, but there is some sort of error. Let me try this again. Let me go out and back in and we're going to leave this in because this is the real world we're dealing with and sometimes things don't go quite according to plan. We may not be able to well, I was going to say we may not be able to enable this enlightenment, but they wouldn't make this available if it wasn't supported. But I think I will try and enable this in Classic because this error here is that itmentions this Aloha component and Aloha has to do with the interface of Lightning and components as well. So there's some sort of user interface component that is throwing an error. We're not going to go into that. So let me switch over to Classic. All right, so let's go in to Set Up. And this is a good situation to mention how to find Set Up when you have this global header from your community. So you will notice here we previously set up the global header in the community and where you can set or hit your Help Centercommunity that we configured or initialised previously. The way to get the set up is to click the down arrow from Classic and select Set Up. There are other options here as well. They have switched the lighting experience here and there, but then as well, my settings for SetUp, Edit, Contact, Info, Developer Console, et cetera. So let's click Set Up and let's search for territory instead of Classic. So it looks like territory management may have been enabled because there's a lot more here than there was. So even though there was an error, I think it was just a user interface error,but territory management was indeed enabled on my.org. So before I get into all this, we will be getting into some initial configuration of territory management in order to demonstrate some securityrelated things for the territory hierarchy. But let's switch back over to Lightning Experience and see if we can get into further capabilities inside of Lightning. And there may be some territory management pieces that are not supported in Lightning. So I'll bring up the lighting roadmap as well. I will look at that. All right. So territory management was enabled. I just happen to have an error that you may not have received that may have been related to me clicking that button twice. But we'll leave that in. So you see, not only that, the error is possible, and because I'm anticipating some of my students will encounter that, And so I want you to be aware of that rather than go and issue some sort of trouble ticket or something. And then as well, I think it was good to have the occasion to go back to Classic to show you how to get into setup from Classic once the community was enabled. So now in the next lesson, we'll start down the path of configuring territory management. So we'll see you there. You.

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