When piloting a new application for a subset of users, the best practice is to clone the existing profile and adjust settings specific to the pilot users. This ensures a clean separation of permissions, while maintaining the ability to grant or revoke access as needed.
* Why Cloning and Adjusting Profiles is Optimal:
* Granular Control: Cloning the Sales Rep profile allows administrators to tailor the access permissions without disrupting the existing permissions for other users.
* Separation of Access: Profiles define baseline access settings, so by creating a new profile, you can hide legacy functionality while enabling access to the pilot application for specific users.
* Simplicity for Administration: Profiles provide a structured way to enforce changes for a defined group of users without introducing overlap or unintended access conflicts.
* Why the Other Options Are Less Suitable:
* Option B (Revoke access in Sales Rep profile and use permission sets):
* Revoking legacy access in the Sales Rep profile impacts all users assigned to that profile, not just the pilot users. This is not suitable when only a subset of users requires changes.
* Permission sets are additive, so they cannot effectively "hide" legacy functionality.
* Option C (Use a permission set for both access and hiding):
* Permission sets are designed to extend access, not revoke or hide functionality.
* Hiding legacy functionality through profiles is more reliable since profiles control baseline access.
Study Guide References:
* Salesforce Sharing and Visibility Architect Study Guide 2023 by SaaS Guru: Emphasizes the use of profile cloning for controlled and scalable access management during pilots or testing.
* Sharing and Visibility Designer Study Guide by Salesforce Chris: Highlights that profiles are ideal for defining baseline permissions, while permission sets are supplementary for additive access.
Relevant Salesforce Documentation:
* https://help.salesforce.com/s/articleView?id=sf.admin_profiles.htm
* https://help.salesforce.com/s/articleView?id=sf.perm_sets_overview.htm