page layout assignment via permission set

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Assign Record Types and Page Layouts in Profiles

The steps for configuring record types and page layouts depend on whether you’re using the enhanced profile user interface or the original profile user interface.

• Assign Record Types to Profiles in the Original Profile User Interface After you create record types and include picklist values in them, add record types to user profiles.
• Assign Page Layouts in the Original Profile User Interface In the original profile user interface, you can access, view, and edit all page layout assignments easily in one location.

About 30 mins

Learning Objectives

• Challenge +500 points

Configure Page Layouts and Record Types

After completing this unit, you’ll be able to:

• Set up the page layout for a record type.
• Create a record type.
• Use a record type to assign a page layout to a profile.

Create a Page Layout for Readers

Article readers and article authors perform different actions and see different fields on a knowledge article, so Maria must create different page layouts for these users. She creates the page layout for readers first. Let’s follow along and see what she does.

• Click Object Manager and select Knowledge .
• Click Page Layouts .
• Click New .
• If you’re basing the page layout on an existing layout, choose it. Maria selects None .
• Enter the name of your page layout. Maria enters Procedure - Reader .
• Click Save .

The layout editor opens. Let’s take a moment to get acquainted with it.

• Knowledge object (1)
• Page Layouts (2)
• Palette (3) —The palette contains Fields, Related Lists, and Mobile & Lightning Actions that you can add to your page layouts. In this example, Fields is selected, so the palette displays available fields. You can also create custom fields.
• Salesforce Mobile and Lightning Experience Actions (4) —This section displays actions users can perform on the page. Drag items from the Mobile & Lightning Actions palette to add them to this section.
• Knowledge Detail (5) —Drag items from the Fields palette to add them to the page layout. In this example, the first section is named Knowledge Details, and it contains Title and URL Name.

Add Actions and Fields

Maria keeps the palette open and consults the list she made with Ada. She’s going to set up the page layout section by section: actions readers can perform, article information, article details, and article properties.

First, she sets up the actions that readers can perform on the article.

• In the palette, click Mobile & Lightning Actions .
• Hover over the Salesforce Mobile and Lightning Experience Actions section.

• Drag Post to the Salesforce Mobile and Lightning Experience Actions section. Post allows users to post to the Article Feed.
• Drag Poll next to Post.

Next, she sets up the Knowledge Detail section. The Title and URL name fields are already there and set as required. She adds one field.

• In the palette, click Fields .
• Drag Summary to the Knowledge Detail section.

Now she creates a section with more information about procedures.

• Name the section. Maria enters Article Details .
• Leave the defaults checked, then click OK .

Maria has to create custom fields to finish the Article Details section. She decides to create the other sections first and then come back to the custom fields. Here’s what she does.

• To reopen the editor after saving, click Page Layouts .
• To reopen the page layout, click Procedure - Reader .
• Create a section under Article Details. Maria uses the following values:
• Section Name: Properties
• Layout: 2-Column
• Tab-key Order: Top-down
• Add the following fields to the first column:
• Article Created Date
• Last Modified by
• Last Published Date
• Add the following checkboxes to the second column:
• Visible in Internal App
• Visible to Customer
• Visible to Partner
• Visible in Public Knowledge Base

Create Custom Fields

Maria has set up everything she can using the fields in the palette. On to creating custom fields for the Article Details section.

The first field she creates is Procedure Audience, a text field for describing an article’s audience.

• Click Fields & Relationships .
• Choose the field type. Maria chooses Text Area (Rich) .
• Click Next .
• Fill out the values. Maria uses these values.
• Field Label: Procedure Audience
• For Length, # Visible Lines, and Field Name she leaves the default values.
• Description: Use this field to identify who follows or executes this procedure.
• Help text: Who follows this procedure?
• Establish field-level security. Maria selects Visible for all profiles.
• Add the field to the palette for the page layout you’re creating. Maria chooses Procedure - Reader . Salesforce adds the new field as the last field in the first section by default. That’s where Maria wants it to go, but she can move it anytime if she changes her mind.

Maria repeats these steps to create custom fields for Procedure Warnings, Procedure Purpose, and Procedure Steps. She makes sure that the fields are in the correct order in the Article Details section.

Here’s her finished page layout for procedure readers.

Create a Page Layout for Authors

The Procedure - Author and Procedure - Reader page layouts are similar. But the author page has some different actions and an extra field for internal notes. The Internal Notes field is available only to agents who can author articles. Maria creates the Procedure - Author page layout from the existing Procedure - Reader layout.

• If you’re basing the page layout on an existing layout, choose it. Maria selects Procedure - Reader .
• Name the page layout. Maria enters Procedure - Author .

Maria changes the actions. Instead of Poll and Post actions, Maria includes: Edit, Publish, Delete Article, Change Record Type, Edit as Draft, Delete Draft, Submit for Approval, Assign, Archive, Restore, and Post.

She creates a custom field for Internal Notes using the following values.

• Data type: Text Area (Rich)
• Field Label: Internal Notes
• Field-level security: Custom: Support Profile . Maria created this profile for Ursa Major when she set up the knowledge base.
• Page layout: Procedure - Author . This adds the field to the Procedure - Author page layout at the bottom of the first new section. Maria makes a note to ask Ada later if she should add this field to the FAQ - Author page, too.

Here’s what Maria’s page layout for Procedure - Author looks like with the new fields.

Create and Assign a Record Type for Procedures

Maria has created two different page layouts—one for readers and one for authors. Now she creates a record type to show the correct page layout to the correct users. How does she know which users are which? By their profiles. Customers see the Procedure - Reader page layout. Agents see the Procedure - Author page layout.

Here’s how Maria creates and assigns the Procedure record type.

• Click Record Types .
• Select an existing record type to use as a template. The new record type includes the picklist values of the selected record type. Maria chooses Master .
• Enter a label for your record type. Maria enters Procedure .
• Enter a description. Maria enters For step-by-step instructions .
• Select Active to make this record type available immediately.
• Select the profile that will use this record type. Maria selects Make Available next to the Customer profiles listed.
• Select the page layout that users with these profiles see for this record type. Maria chooses Procedure - Reader .

All users assigned the Customer profiles see the Procedure - Reader page layout. They can view articles, but they can’t edit them.

Next, Maria assigns the Procedure - Author page layout to agents using the regular profile user interface. Agents can edit articles.

• Enter Profiles in the Quick Find box, then select Profiles .
• Select a profile. Maria chooses Custom: Support Profile , a profile she created earlier.
• Scroll down to Custom Record Type Settings and click Edit .
• Move the needed record types from the Available Record Type box to the Selected Record Types box. Maria adds FAQ and Procedure .
• Choose a default record type. Maria chooses FAQ .

Maria’s configured a new type of article, procedures, in Ursa Major’s knowledge base. To do it, she created different page layouts and assigned them to the correct users via record types. It’s time for Ada to start creating the procedures.

In addition to page layouts, you can also add and customize components on record pages. Maria doesn’t need that level of customization, but you might. To learn more, check out the Lightning App Builder module.

• Salesforce Help: Create Custom Fields
• Salesforce Help: Page Layout Considerations for Lightning Knowledge
• Salesforce Help:  Record Type Considerations for Lightning Knowledge
• Salesforce Help: Create and Edit Articles
• Trailhead: Lightning App Builder
• Salesforce Help: Assign Record Types and Page Layouts in the Enhanced Profile User Interface
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The Future of User Management in Salesforce: Switching From a Profile-Based Access Approach to Permission Sets

Salesforce has recently announced a significant change to the data access and user permission management, bringing a new era of user management in Salesforce. 

The company has reported the end-of-life (EOL) of permissions on profiles, which will take effect in the Spring ’26 release.

This article will explore the reasons behind this evolution, the future of profiles and permission sets, and provide you with information on what you can do now to prepare for the upcoming changes.

What exactly is happening and why?

If you’ve been staying up-to-date with the latest features for Salesforce admins, you might have noticed that Salesforce has been giving updates on the future of user management. For the last three years, Salesforce has been consistently talking about permission sets as the way forward for managing user access. The wait is over! Salesforce will be phasing out permissions on profiles, and these changes will be fully implemented in the Spring ’26 release.

Profiles will continue to exist, but the permissions that are currently assigned to profiles will be phased out and will only be available through permission sets. 

The limitations introduced to profile-based permissions will have a positive impact on user management in Salesforce, making it much easier for administrators to manage user access, maintain data security, and ensure safety.

What will remain on a profile:

• One-to-one relationships — login hours/IP ranges
• Defaults — record types, apps
• Page layout assignment — the future is App Builder/Dynamic Forms so Salesforce will not invest in bringing page layout assignment to permission sets

What will only be available on permission sets:

• User permissions (system and app permissions)
• Object permissions (object Create, Read, Update, and Delete)
• Field permissions (field-level security)
• Record types (not defaults)
• Apps (not defaults)
• Connected app access
• Apex classes
• Visualforce pages
• Custom permissions

Salesforce Experience Cloud as a Tool for Digital Transformation

Important notes to keep in mind now!

• In order to migrate user profiles to permission sets and permission set groups, use the User Access Policies feature that is currently in Closed Beta (as of Spring ’23).This feature allows you to specify criteria about your users to help you migrate them efficiently. To participate in the Closed Beta fill out the form .

• Salesforce has a new feature in Open Beta that allows you to set Field Level Security (FLS) on permission sets instead of profiles. You can activate this feature in the user management settings. Salesforce is planning to make this feature Generally Available (GA) in Summer ’23.
• Spring ’24 release will provide you with the opportunity to turn off the ability to use permissions on profiles before the official EOL.

Why we recommend our customers to switch to permission sets

The main idea behind it is to ensure managing users in the Salesforce Experience Cloud easier for companies and their Salesforce admins.

Profiles in Experience Cloud sites

Each user in Experience Cloud is assigned a profile. Salesforce admins formerly had to modify profiles manually or with the use of Flows in order to provide the user the proper access to data, which required a lot of time and effort. With permission sets, internal user management in Salesforce will become much easier. 

Product updates

We strongly recommend that our customers who use our custom Salesforce-native solutions on their Experience Cloud sites switch to using permission sets. Permission sets are a powerful tool that allow us to make feature updates and performance enhancements to our applications quickly and easily, without requiring any manual adjustments to access levels. Whenever we release a new version of our product, all updates are automatically applied to our customers’ orgs, including any necessary changes to permissions. This makes life easier for our customers, since they don’t need to worry about adjusting access by profiles or permission sets to specific objects or fields. By using permission sets, they can be sure that they always have the most up-to-date version of our software.

It’s time to stop the never-ending profile updates required for configuring access to your site and data. Switch to permission sets to easily manage community users and keep your site running smoothly, even when the products you’re using are updated.

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Convert profile to permission sets in Salesforce.

• Nov 6, 2023

Join us for a Profiles to Permission Sets Journey. Join our Guide to Convert profile to permission sets in Salesforce. We will cover the different ways to migrate Salesforce Profiles to Permission Sets.

Why Convert Profile to Permission Sets in Salesforce?

Let’s understand Why this is important! To Converting Profiles to Permission Sets.

• Reduces time on Maintenance
• Aligned with Salesforce strategy
• Profiles are not scalable and flexible for future user growth.

What is happening to Permission Sets and Profiles?

Permission Sets and Permission set groups are the Future. Profiles are not going away, but permission on profiles will be GA after spring ’26. Profiles were phased out to permission sets, and now we need limited features on Profiles.

Learn more here .

How Do We Review Permissions With Existing

Review all profiles and user permissions with User access and permissions assistant .

• Leverage the security zen tool to export permissions to a spreadsheet for analysis.
• Identify standard permissions based on persona, users, and departments.
• Identify unique permissions
• Create Minimal permissions for profiles

Redesign your Security with 6 layered Approach

Redesign your Security with a layered Approach

• Foundation model
• Considerations
• User Provisioning
• Implementation

Model- Strategy on Permission Sets and Permission Set Groups

• For an existing Org that has profiles
• Redefine your personas based on departments or logical group
• Each persona will be a permission-set group
• Redefine permission sets based on job functions

Model- Key Principles for Security Redesign

• Create Personas based on job functions instead of departments
• Create permission sets for leadership
• Permission sets for bare minimal user
• Muting permission sets for excess permission
• Enhanced privileges
• Temporary users

Model- Strategy on Permission Sets – Object Based

This is for smaller orgs or Bu with less than ten objects

• E.g. Read Account
• Edit Account
• Delete Account
• System admins
• Interim consultants.
• Advanced Business Users or sme
• Provides a granular permission
• Highly flexible
• It can be cumbersome for objects of more than 10
• Will involve more test cases for testing

Model- Permission Set Strategy With 3-Set Approach

Model- Permission Set Strategy for Larger Orgs – 3 Set Approach

Global Enterprise Security Model

Converting Profiles to Permission Sets Considerations

Here are Converting Profiles to Permission Sets Considerations.

1. Current State Record Type and Page Layout

Page layout assignment exist only at profile level based on record type. On a profile object setting for the object opportunity, the default record type stays at the profile.

2. Current State Record Type Assignment

The permission set allows you to assign the record type.

3. Muting Permission Sets Considerations

• Permission set group – The permission set group includes all of the permissions in its included permission sets.
• The ability to include permission sets in more than one permission set group offers a lot of flexibility.
• What if the Requirement is – Don’t assign all the permissions in a permission set to users in a permission set group?
• Muting lets you customize a Permission set group by muting (disabling) selected permissions in it
• The phased rollout for a smooth transition and minimizes disruptions
• Keep record types minimum to simplify the data model

4. Considerations- Login hours and IP Ranges

• Currently, Login hours and IP range permissions are set at the Profile Level.
• Leverage connected apps to restrict external applications with IP and log in hours
• Leverage IDP to restrict permissions for location-based access control.

5. Privileged Access Principles

• Maintain permission set groups for system admins with enhanced permissions
• Interim consultants
• Mute modify all and delete all permissions for temporary access

6. Strategy On Profiles for Phase Out

• Consolidate the permissions across profiles and maintain a minimal Profiles – not to exceed 5
• Keep 1 profile for all users with minimal permissions
• Keep a profile for API-only users
• Keep a profile for system admins

7. Strategy on Permission sets – Community Users

• Setup baseline security with OWD using external access
• Leverage permission sets for authenticated users
• Keep a separate permission set for guest user
• Use the delegated admin feature for advanced guest users to manage their own accounts and contacts
• Watch out for guest users owning records and set default owner if needed

8. External Management for Users

• Account Switcher component: Allows external users the ability to access other accounts
• Ability to configure an external managed account to allow an external user to manage another account
• An external managed account designates a managing user, the target account that they can manage, and the type of access they’re authorized to on the target account
• That is in addition to administrators and internal users

9. Implementation Strategy

• Define Phases based on persona or department
• Have a backup strategy for rollback if needed
• Do the Owd to private before you do permission sets
• Ensure all public read-only and read-write are deployed in the initial roll-out
• Get SME for each persona to test our permissions
• Have mechanisms to track profiles, permission sets, and permission set group changes

10. Testing- Testing Strategy

• Identify test cases for each persona to be migrated
• Identify test cases for privileged access, like system admins
• Identify test cases for exclusive permissions or unique permissions
• Identify test cases for sensitive data access like PII, PCI or Payment information
• Apps on App Exchange
• Test classes to run common test cases

11. Security Audit

• Work with your CISO or Infosec on IT controls for logging permission requests.
• Identify default permissions for each persona and have an audit trail for requests, changes
• Monitor privileged access permissions
• Have a process for recertifications
• Leverage Identity governance tools for logging default permissions across each application.

Compliance – Monitor Permissions Proactively

Monitor Permissions with Security center . Track Permission changes on permission sets and permission set groups Monitor Malicious Apps.

Thanks, Abhinandana Gotam, Jason Norat, & Buyan Thyagarajan, for such a great session in Apexhours.

Related Posts

OmniChannel – Check Agent Availability Core Action for Smarter Case Routing

How do you handle data security in Salesforce?

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Hi , Thanks this is useful information, i have one question first of all you need to tell this managed app with users does not understand

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Deployment of FlexiPage Assignments:

Flosum simplifies the process of deploying your Lightning pages (known as FlexiPage in the Metadata API) and components between different organizations.  Flexipage Assignments are called ProfileOverride . To deploy a Flexipage (Lightning Record Page) that is activated and assigned as org default, you should utilize the "CustomObject" component type. You can add the "CustomObject" component to a branch and then deploy it to the target organization. However, if you need to activate a Lightning record page and assign it to specific profiles, record types, and applications, then you should use the "CustomApplication" component type. To deploy such a Flexipage assignment, you'll need to include the "CustomApplication" component in a branch and then deploy it to the target organization. It's important to note that profiles are not involved in the process of deploying Flexipage assignments.