Expert Tips for Salesforce Integration Users in Singapore

What is a Salesforce integration user?

In Salesforce, each team member has a User Profile that includes login credentials and specific permissions within the platform. A Salesforce integration user, however, is a special type of user account specifically created to facilitate the connection between Salesforce and other integrated systems. This user account acts as the channel for data transfer between Salesforce and the external system.

For instance, if you integrate HubSpot with Salesforce, the Salesforce integration user is the one associated with activities such as an email sent from HubSpot that appears in Salesforce. The HubSpot Integration User would be listed as the owner of that activity. Similarly, if HubSpot updates a lead’s email address, the lead field history in Salesforce would show the Integration User as the entity that made the change.

Often, companies assign their system administrator as the Integration User. However, this can lead to confusion, as it becomes difficult to distinguish between updates made by the integration and those made by the system administrator, as both appear under the same user. To avoid this issue and maintain clarity, it is recommended to use a Dedicated Integration User for each integration you implement in Salesforce.

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Key Tips for Salesforce Integration Users in Singapore

Allocate One User Per Integration

When setting up a new integration in Salesforce, avoid using the System Administrator profile as it may provide excessive access. Instead, create a dedicated user for each integration with the Salesforce Integration user license. This license offers the Minimum Access –  Application Programming Interface (API) Only Integrations profile, restricting access to only the necessary APIs.

Using separate users for each integration ensures adherence to the principle of least privilege and enhances security. It limits access to what is truly needed and allows for better control over login IP ranges and permissions.

For managing these settings, check Company Information in Setup for Salesforce Integration under User Licenses and Salesforce API Integration under Permission Set Licenses.

Remove Permissions from the Minimum Access – API Only Integrations Profile

Salesforce’s recommended security model emphasizes persona-based access using permission sets and permission set groups. The Minimum Access – API Only Integrations profile should primarily control default settings, page layout assignments, login hours, IP ranges, and API-only access.

To enhance security, it’s advisable to edit the Minimum Access – API Only Integrations profile and remove all unnecessary permissions from it. Use permission sets and permission set groups to manage additional permissions, such as user permissions, object and field access, and connected app access.

Ideally, the Minimum Access – API Only Integrations profile should start with minimal permissions. Note that there is a known issue where more permissions may be added automatically upon profile creation in the org.

Assign the Salesforce API Integration Permission Set License

To properly configure the Salesforce integration user, you need to assign the Salesforce API Integration permission set license. This license includes permissions that are typically found in the standard System Administrator profile but are moved to a permission-set license instead.

Here’s a breakdown of the difference: a permission set license adds additional permissions beyond those provided by the user license. In contrast, a permission set is a specific collection of permissions granted to a user. Without the necessary licenses, you’ll encounter assignment errors.

The Salesforce Integration profile assigned to your integration user includes basic administrative permissions like API Enabled and API Only user, but no access to standard or custom objects. To provide the additional permissions required, such as reading and editing contact data, you must extend access through the Salesforce API Integration permission set license.

Exercise User Management Best Practices to Extend Access

To effectively manage Salesforce integration user permissions, follow best practices for user management. Beyond setting default options like record types and login IP ranges, use permission sets and permission set groups to grant necessary permissions.

Bundle permission sets into persona-based groups for easier management and utilizes the muting feature to remove irrelevant permissions. This ensures that only the necessary permissions are assigned to each integration user.

Permissions will vary by integration. For example, one integration may need Read/Edit access to account data, while another might only need Read access and activity creation. Work with the integration provider to determine the least privileged access required, and contact Salesforce Support if issues arise with assigning specific permission set licenses.

Do More Testing

Before applying changes to your production environment, thoroughly test the new Salesforce integration user profile, permission sets, and permission set groups in a sandbox environment. Begin with the minimum required privileges and gradually add more permissions as needed to ensure the integration functions correctly. This process may involve some trial and error.

Implement in Production and Monitor

Once testing is complete, implement the changes in your production environment. After deployment, check the Salesforce API Only System Integrations profile to ensure no additional permissions have been inadvertently included. If discrepancies are found, manually adjust the profile to match the tested configuration.

Monitor the integration for at least a month to confirm it operates as expected with the assigned permissions. If further adjustments are needed, update the permission sets and permission set groups in the sandbox, retest, and redeploy the changes.

For the Salesforce integration user transitioning to the new access model, maintain the previous configuration temporarily. This allows you to revert if necessary. After the new model has been stable for 1 to 2 months, you can safely remove the obsolete access model.

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Why SmartOSC for Salesforce Integration User Solutions in Singapore?

SmartOSC is a certified Salesforce partner dedicated to helping the world’s leading enterprises streamline their sales, commerce, marketing, and customer service operations. Our expertise enables marketing, sales, commerce, service, and IT teams to work seamlessly from anywhere, making Salesforce the engine driving enterprise eCommerce operations and global expansion for the world’s biggest retailers.

For Salesforce integration user solutions, SmartOSC offers a range of benefits that ensure effective and efficient integration with Salesforce:

Key Benefits of Choosing SmartOSC:

• Tailored Consultation: We provide business process reviews and Salesforce best practices, ensuring your business stays ahead of evolving B2B and B2C needs.
• Disruption-Free Migration: With over 17 years of experience, our experts handle enterprise-level complexities efficiently, ensuring smooth and disruption-free migrations.
• Human-Oriented Development: Our collaborative development methodology centers on customer needs, ensuring effective and user-friendly platform designs.

Choosing SmartOSC for Salesforce integration user solutions ensures a seamless, effective, and customer-centric approach to driving your business forward in Singapore

Conclusion

Managing Salesforce integration user permissions effectively is key to achieving a secure and efficient integration environment. Implement these expert tips to optimize your Salesforce integrations, enhance security, and streamline operations. 

For tailored solutions and support, SmartOSC can help you navigate integration challenges and ensure a seamless experience. Reach out to us today to enhance your Salesforce integration strategy in the Singapore market and drive your business forward.