Salesforce Security Model Explained

In the world of cloud-based customer relationship management, Salesforce stands out as one of the most trusted platforms. With millions of businesses relying on Salesforce to manage customer data, ensure compliance, and drive automation, security becomes a top priority. The Salesforce Security Model provides a comprehensive framework that controls data access, ensures user privacy, and protects sensitive business information from unauthorized use.

This article will break down Salesforce’s security model, including its key components, access levels, data sharing mechanisms, and best practices that help organizations maintain a secure CRM environment.

Understanding the Salesforce Security Model

Salesforce follows a layered security model designed to safeguard data at multiple levels — from authentication and user access to record and field visibility. The goal is to make sure every user sees only the data they are permitted to view or modify.

Salesforce’s security framework can be divided into four main layers:

1. Organization-level security

2. Object-level security

3. Field-level security

4. Record-level security

Each layer plays a unique role in ensuring data confidentiality, integrity, and availability across the platform.

Organization-Level Security

Organization-level security defines who can access your Salesforce instance and under what conditions. It focuses on login access, authentication, and IP restrictions.

Authentication and Login Controls

Salesforce offers several authentication methods to ensure only authorized users can log in. These include:

• Username and password

• Two-factor authentication (2FA)

• Single Sign-On (SSO) via SAML or OAuth

• Social sign-in through providers like Google or LinkedIn

Administrators can also implement login hours and IP range restrictions to limit access based on time or location. This helps prevent unauthorized access from untrusted networks or after working hours.

Session Security

Salesforce provides session timeouts, login history, and session lock features that help monitor user activities and prevent hijacked sessions. Administrators can define how long a session remains active and enforce automatic logouts after inactivity.

Object-Level Security (Profile and Permission Sets)

Object-level security determines which objects a user can view, create, edit, or delete. Objects represent database tables in Salesforce, such as Leads, Contacts, Opportunities, or custom entities.

Profiles

Each Salesforce user has a profile, which acts as the foundation for object-level permissions. Profiles define access to:

• Objects and fields

• Tabs and applications

• Record types and page layouts

• System-level permissions (like API access or reporting)

For example, a “Sales Rep” profile may have access to Leads and Opportunities but not to administrative objects like User Management.

Permission Sets

Permission sets allow administrators to grant additional privileges beyond what is defined in a user’s profile. They are flexible and reusable, enabling quick permission adjustments without modifying base profiles.

For instance, if a sales manager needs temporary access to reports, the admin can assign a permission set instead of changing their entire profile.

Field-Level Security

Field-level security (FLS) controls which fields users can see or edit within a record. Even if a user has access to an object, they may not be able to view certain fields that contain sensitive information like salary, credit card numbers, or personal data.

How It Works

Administrators can configure field visibility directly in profiles or permission sets. Hidden fields are not only invisible on the UI but also excluded from reports, list views, and APIs, providing strong data privacy control.

For example, in a “Customer” object, users might see the “Name” and “Email” fields but not the “SSN” or “Bank Account” fields, depending on their access level.

Record-Level Security

Record-level security, also known as data sharing, determines which individual records users can access within an object. Even if a user has access to an object, they might only see records they own or that are shared with them.

Salesforce provides multiple mechanisms for controlling record visibility:

1. Organization-Wide Defaults (OWD)

OWD settings define the baseline access for records in each object. Options include:

• Private: Only record owners can see their records.

• Public Read Only: Everyone can view records but only owners can edit.

• Public Read/Write: All users can view and edit all records.

• Controlled by Parent: Access is inherited from a parent object.

OWD is the foundation upon which other sharing rules build.

2. Role Hierarchies

Role hierarchies reflect an organization’s structure. Higher roles automatically gain visibility into the records owned by users in roles below them.

For instance, a Sales Director can view all records owned by Sales Managers and Representatives under their hierarchy.

3. Sharing Rules

Sharing rules provide exceptions to OWD by granting record access to specific groups, roles, or public users. For example, a rule could share all “High-Value Opportunities” with the Finance team for review.

4. Manual Sharing

Manual sharing allows record owners to give access to individual users or groups. This is useful when temporary collaboration is needed on specific records.

5. Apex Sharing

For advanced scenarios, developers can use Apex-managed sharing to programmatically share records based on custom logic.

Additional Security Layers in Salesforce

Login IP Whitelisting

Admins can whitelist specific IP ranges so that users can log in only from trusted networks. If a user tries to log in from an unauthorized IP address, Salesforce blocks access or requires verification.

Multi-Factor Authentication (MFA)

MFA adds an extra layer of security by requiring a second verification step after entering the password — such as a code sent to a mobile device or generated by an authenticator app.

Shield Platform Encryption

Salesforce Shield offers platform encryption for sensitive data. It allows encryption of standard and custom fields, files, and attachments without affecting core functionality.

Audit Trails and Field History Tracking

Audit Trail logs every configuration change in Salesforce, while Field History Tracking captures record-level changes like status updates or ownership transfers. These tools enhance accountability and make compliance easier.

Login Forensics

Salesforce provides built-in login forensics tools that detect unusual login activity such as multiple failed attempts, unknown devices, or suspicious locations.

Salesforce Data Sharing Architecture

Salesforce uses a record-sharing model that balances performance and security. It’s built on a set of database tables known as the Sharing Tables, which store access information dynamically.

When a user queries data, Salesforce checks these tables to determine whether the user has the right to view the requested records. This ensures every action in Salesforce respects the defined sharing rules, profiles, and permission sets.

Best Practices for Securing Salesforce Data

1. Apply the Principle of Least Privilege
   Grant users only the permissions they absolutely need to perform their roles.

2. Use Permission Sets for Flexibility
   Instead of creating multiple profiles, assign permission sets for temporary or specific access needs.

3. Regularly Audit User Access
   Review profiles, sharing rules, and login activity to ensure permissions remain appropriate as roles evolve.

4. Enable MFA and IP Restrictions
   Secure accounts with multi-factor authentication and restrict access from unauthorized networks.

5. Encrypt Sensitive Data
   Use Salesforce Shield or platform encryption for confidential information.

6. Monitor Configuration Changes
   Track modifications through Setup Audit Trail and maintain alerts for unusual admin actions.

7. Educate Users About Security
   Security awareness among users is just as important as technical configurations. Encourage best practices like strong passwords and avoiding data exports to insecure devices.

The Importance of Compliance and Governance

Salesforce is compliant with global standards such as GDPR, HIPAA, SOC 2, and ISO 27001. However, maintaining compliance also depends on how organizations configure their own security settings.

Governance policies should define:

• Who manages security configurations

• How access requests are reviewed and approved

• What audit frequency is required

• How sensitive data is classified and protected

A well-governed security strategy ensures ongoing compliance and minimizes data exposure risks.

The Future of Salesforce Security

As data volumes grow and cyber threats evolve, Salesforce continues to innovate its security model. Features like Einstein Trust Layer, data masking, and AI-driven threat detection are becoming standard in modern Salesforce environments. The focus is shifting toward proactive security, where intelligent systems detect risks before they impact the business.

Conclusion

The Salesforce Security Model is a robust and flexible framework designed to safeguard data at every level — from organizational access down to individual fields. By leveraging profiles, permission sets, role hierarchies, and sharing rules effectively, organizations can ensure that users have the right access at the right time.

A well-implemented security strategy in Salesforce not only protects sensitive data but also builds trust with customers and stakeholders. In an era where data privacy is non-negotiable, understanding and applying Salesforce’s security principles is a vital step toward achieving true business resilience.