User Access Policy - Future of Automation of User Access Management

Introduction

Salesforce introduced User Access Policies (Beta) feature with Summer'23 release.

Using this feature, you can automate your users’ assignments to managed package licenses, permission sets, and other access mechanisms based on criteria that you set. Create user access policies that automatically grant or remove access whenever users are created or updated. Or, easily migrate large sets of users to a new access setup in a single operation.

Use Case (Simplified)

Based upon user's profile and role, assign a PermissionSetGroup to give correct access and permissions to Sales Operation users.

• Profile - Sales Ops Profile
• Role - Sales Operation

• PermissionSetGroup - Sales Ops - PermissionSetGroup

Solution

• Go to Setup >> Users >> User Management Settings and Enable?User Access Policies (Beta).

• Go to Setup >> Users >>?User Access Policies?to create or manage your user access policies.

• Click on New and it will present a screen to setup a new user access policy

• In the first section, under User Access Policy, enter following information. Detail about different options can be found here.

Label

API Name

Status

Trigger Type

• In the second section, under Select Applicable Users, enter the filter criteria. In this case, filter criteria on the basis of Sales Ops profile and role as shown below.

• In the third section, Select Additional User Field Filters, enter additional filters. For example, only for Active users in this case.

• In the fourth and final section, Select Actions, enter the action. For example, assign/grant appropriate PermissionSetGroup as shown below.

Key Consideration

• An action performed by a user access policy can’t trigger another user access policy.
• You can have up to 20 active user access policies at a time.
• If a user record creation or update triggers more than one user access policy, the most recently modified user access policy that matches the criteria is applied.

Detailed key considerations can be found here.