What is the difference between profiles and roles in Salesforce?

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In Salesforce, Record Types serve a key purpose in managing and customizing different business processes for different users, departments, or use cases within the same object. Here’s a breakdown of their primary purpose.

Great question! In Salesforce, profiles and roles are both key to managing user access, but they serve different purposes. Here's a clear breakdown of the differences:

Profiles – What Users Can Do

• Purpose: Control object-level and field-level access.

• Think of it as: The “job function” of a user.

• Examples of what profiles control:

  • Object permissions (Create, Read, Edit, Delete – aka CRUD)

  • Field-level security (e.g., can see the field, but not edit it)

  • App and tab visibility

  • Record types and page layouts

  • Apex class and Visualforce page access

• Every user must have one profile.

• Profiles are restrictive – they define the baseline of what a user can access/do.

Roles – What Data Users Can See

• Purpose: Control record-level access via the role hierarchy.

• Think of it as: The “organizational position” of a user.

• Examples of what roles affect:

  • Who can see what records (based on ownership and sharing rules)

  • Access to records owned by subordinates in the role hierarchy

• Users don’t have to be assigned a role, but they usually are if record sharing matters.

• Roles are permissive – they allow users higher in the hierarchy to see more data.

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