Security: Scenario 2

Scenarios are free-form exercises that are designed to be practiced as if you were the system administrator responsible for an implementation.  Try to solve the scenario in your practice org (see Getting Started – Free if you do not have a practice org).  Once solved, or if you need help, turn the page for the solution.

Scenario:

The VP of sales previously requested that the inside sales team cannot export reports.

However, one user, James Smith, will need the capability.

James will need to combine weekly sales data from an external system with the data in Salesforce using Excel, which will require exporting the data from Salesforce.  This manual process will eventually be replaced in the next phase of the Salesforce implementation, but will be needed for the next 6-8 weeks.  During this period, only James Smith will perform this operation.

50 other users currently share the same profile as James (this will not be reflected in your org).

Success Criteria:

  1. Login as James Smith.  Run any report.  The Export Details button is present.
  2. The profile that James Smith was assigned at the start of the exercise does not have the export reports privilege.
Scenario Solution

15 Responses to “Security: Scenario 2”

  1. jkashi March 15, 2016 at 11:20 pm #

    Hi John,

    For Scenario 2, the following are the steps that I took
    1. Administration > Manage User > User > Permission Set
    > Select “New”
    > Label ” Export Reports”
    2. I am not able to enable “Export Report” option since I am not able to see the permission set detail page instead I see “Permission set Overview” page.

    • jkashi March 15, 2016 at 11:27 pm #

      Hi John,

      Should I enable an option in the “user Interface” section in order to see the “permission set detail” page. If yes, which option should I enable.

      Thanks

    • jkashi March 16, 2016 at 12:35 am #

      John,

      Ignore this question. I got the answer.
      Need to select “System Permission”. All the way at the bottom of the permission set page.

      Thanks

      • msjohncox July 11, 2017 at 6:58 pm #

        Yes, knowing where to find the Export Reports capability was tripping me up too. I had to go through App Permissions and other Permission types. But then it occurred to me that reports are something that comes from the System, so I found the Export Reports checkbox under System Permissions.

  2. Munira Majmundar October 6, 2015 at 3:49 am #

    I used permission set. This enabled James Smith to Export Reports but did not allow anyone else, with the Inside Sales Profile, to Export Report.

    The Permission Set -> System Permissions -> Export Report [checked]. Then I assigned the permission set to James Smith.

    So, now, when I log in as James Smith and Run report, I see Export Button. But, when I log in as a person with Inside Sales Rep Profile (no permission set) then I do not see Export Button.

    Thanks for such exercises. Some of them are nerve wrecking but a great learning tool!

  3. Luis Palacios November 30, 2014 at 8:08 pm #

    Did you replace the original profile for user with cloned one or just cloned and modify?

  4. Ann Gately March 17, 2014 at 11:14 pm #

    I am not sure why but even after I unchecked the export reports check box on the cloned profile; James still is able to export reports. The button is still there.

    • JohnCoppedge March 23, 2014 at 11:00 pm #

      I would check the user for permission sets – that could grant the permission as well.

    • Kevin Parsakia February 3, 2015 at 4:32 pm #

      Hi Ann,

      I know there’s a box within the profile has a lot of options for reports under permissions. I myself have to go through them all and learn what they do. Hope you have a bettter method to learn all the options:) Good luck

      • JohnCoppedge February 3, 2015 at 4:47 pm #

        Luckily most of them are self explanatory 🙂 But yes you should spend some time getting familiar with these. I don’t know of any easy way to learn these nuances other than experience and repetition.

  5. Roger Grilo March 10, 2014 at 8:26 am #

    minor typo on “This manual process will eventually replaced (…)”
    [ This manual process will eventually ‘BE’ replaced (…) ]

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