Profiles and permission sets decide what Jason can do. But which records can he see? And how does Sarah, his manager, see the deals her team owns? That's the job of roles and the role hierarchy.
What a role does
| Feature | The question it answers |
|---|---|
| Profiles and permission sets | What can you do with a kind of record? |
| Roles | Which records can you see? |
Each role is a level of data access that a user, or a group of users, needs.
How the hierarchy works
Roles sit in a hierarchy. Users can view, edit and report on all data owned by, or shared with, users below them.
At Peakline:
- CEO is at the top.
- Sales Manager (Sarah) and Support sit under the CEO.
- Sales Rep (Jason) sits under Sales Manager.
So Sarah sees Jason's deals. Jason doesn't see hers.
A role hierarchy doesn't have to match your org chart. Each role should reflect the data access people need, not their job title.
Setting up roles
- In Setup, search for Roles.
- If you see the Understanding Roles page, click Set Up Roles.
- Under CEO, click Add Role, name it Sales Manager, and save.
- Click Assign Users to Role and add Sarah.
Recap
- Roles help control which records people see.
- Users see the data of everyone below them in the hierarchy.
- The hierarchy follows data access, not the org chart.
Now you try
In your org, open Roles, add a Sales Manager role under the top role, and add a Sales Rep role under it. Reply DONE in the video's comments, or STUCK and say where.