🔗 Prerequisites
Features
What you get with this outcome
The Right Access for Every User
Security is foundational. Kaptio leverages Salesforce's robust security model to ensure users see only what they need and do only what they're authorized to do. From Intrepid's global DMC security with regional data isolation to Rocky Mountaineer's role-based cost visibility controls, the security framework adapts to complex organizational requirements while maintaining data integrity.
Visual coming soon
security-model-diagram
Profile Configuration
Profiles define base-level access: which objects users can see, which fields are visible, and which apps appear. Kaptio provides standard profiles (Sales, Operations, Finance) that you customize for your organization's structure.
- ✓Object-level access control
- ✓Field-level security
- ✓App and tab visibility
- ✓Login restrictions
Visual coming soon
Permission Sets
Permission Sets
Layer additional permissions on top of profiles without changing the base profile. Grant cost visibility to team leads, supplier invoice access to accounts payable, or API access to integration users. Users can have multiple permission sets.
- ✓Additive permissions model
- ✓Role-specific capabilities
- ✓Flexible assignment
- ✓Permission Set Groups
Visual coming soon
Role Hierarchy
Role Hierarchy
Roles control record visibility vertically. Managers see their team's records. Regional directors see their region. The hierarchy ensures data rolls up appropriately for reporting while restricting lateral visibility.
- ✓Hierarchical data visibility
- ✓Management oversight
- ✓Regional data isolation
- ✓Reporting roll-up
Visual coming soon
Sharing Rules
Sharing Rules
Grant access beyond the role hierarchy based on criteria or ownership. Sales teams share within their channel, operations share across regions for departures, finance shares for reconciliation. Organization-Wide Defaults set the baseline.
- ✓Criteria-based sharing
- ✓Team collaboration
- ✓Cross-functional access
- ✓OWD baseline control
User Journey
Step-by-step flow from start to finish
🗺️User Journey Flow
Follow the steps from start to finish
Implementation Plan
How to implement this outcome
📅 Project Overview
Design
Week 1- • Document security requirements
- • Create access matrix
Configuration
Week 2-3- • Configure profiles
- • Create permission sets
- • Set up role hierarchy
Resources
Configs, tools, and documentation to help you
Security Model Components
Permissions (What Users Can Do)
| Component | Controls | Scope |
|---|---|---|
| Profiles | Base access to objects, fields, apps | Per user (one profile) |
| Permission Sets | Additional capabilities | Per user (many sets) |
| Permission Set Groups | Bundled permission sets | Per user (many groups) |
Record Visibility (What Users Can See)
| Component | Controls | Scope |
|---|---|---|
| OWD | Default access level | Organization-wide |
| Roles | Hierarchical visibility | Per user role |
| Sharing Rules | Exception-based access | Criteria or ownership |
Intrepid Security Example
Global business with DMC-specific data isolation:
| User Group | Access |
|---|---|
| DMC Finance | Own DMC records only |
| Global Sales | All sales offices |
| Accounts Payable | Supplier invoices for assigned DMC |
| Revenue Manager | Cross-DMC reporting |
| ------ | --------------- |
| Vacation Consultant | No |
| Team Lead | Yes |
| Finance | Yes |
| Product Operations | Yes |
- Use Permission Sets for role-specific capabilities
- Document all customizations for future reference
- Test with real user scenarios in sandbox
- Review permissions after each Kaptio release
Common Pitfalls
Avoid these implementation mistakes
Don't grant admin profiles broadly—least-privilege principle protects data
Test permission changes in sandbox—security misconfigs cause data exposure
Document your security model—complex rules need clear documentation
Review access regularly—role changes need permission updates
Plan for Kaptio releases—managed package updates may change permission sets
Consider sharing rule performance—complex rules slow large data volumes