Salesforce Security – A Necessity, Not a Luxury
Salesforce has become the backbone of operations for countless businesses—from sales pipelines and customer data to marketing automation and analytics. Yet, many organizations unintentionally leave this powerful platform vulnerable due to simple but costly security oversights. And in a world where a single misstep can result in data leaks, compliance violations, or business downtime, you can’t afford to be complacent.
At iBirds Services, we’ve helped clients across industries fix security configurations that they didn’t even realize were high-risk. From permission blunders to unregulated app integrations, the mistakes we commonly see are fixable—once you know what to look for.
In this article, we’ll walk you through the top five Salesforce security mistakes we’ve encountered, and more importantly, how to avoid them.
1. Granting Admin Access “Just to Fix It”
The Mistake:
Imagine your marketing executive needs quick access to a restricted field in Salesforce. The request is urgent. In a rush, someone on the IT team grants them admin-level permissions “temporarily”—with the intention of rolling it back later. But that rollback never happens.
Now, an employee whose job has nothing to do with user permissions or sensitive configurations can potentially delete data, export leads, or access private records.
This “quick fix” is one of the most dangerous shortcuts we see.
The Fix:
Implement the principle of least privilege (PoLP). That means giving users the minimum level of access required to perform their role—and nothing more.
Use Permission Sets rather than Profiles when giving additional capabilities. Set up a centralized review workflow for access escalation requests. Each role should have a documented access map reviewed regularly.
At iBirds Services, we help clients create granular role definitions that reduce risk without sacrificing usability.
2. Overbroad Sharing Rules
The Mistake:
Salesforce’s Sharing Rules are powerful, but if misused, they can become a security liability. For example, creating a rule that shares data with “All External Users” seems fine if you’re targeting partners. But in reality, that group might include third-party contractors, former collaborators, and temporary staff.
Once that data starts flowing, it’s hard to get it back.
The Fix:
Design sharing models based on precise business needs—not convenience.
- Build Public Groups aligned with clearly defined roles (e.g., Partner-Sales, Vendor-Support).
- Always test new sharing rules in a sandbox before pushing to production.
- Use naming conventions for your rules that include purpose and intended audience.
- Review sharing rules quarterly and deactivate those no longer in use.
Remember: every piece of shared data should have a reason to be shared. If you can’t justify it, remove it.
3. Weak Password Policies and No MFA
The Mistake:
A shocking number of Salesforce orgs still operate without Multi-Factor Authentication (MFA). Relying on username/password alone is risky. If a user gets phished—or uses the same password elsewhere—your entire system is exposed.
Some organizations skip enforcing secure passwords or delay MFA rollout because they think it’s inconvenient for users.
The Fix:
- Enforce MFA across all user types.
- Adopt SSO (Single Sign-On) to simplify access while centralizing control.
- Create policies around password complexity, expiration, and reuse prevention.
- Educate users about the importance of not reusing passwords or writing them down.
MFA doesn’t have to be painful. With tools like Salesforce Authenticator, Google Authenticator, or built-in SSO integration, users can be both secure and efficient.
iBirds Services helps businesses implement and train teams on secure authentication practices that stick.
4. Full Access for Connected Apps
The Mistake:
Integrating Salesforce with third-party apps (like marketing automation tools, analytics platforms, or payment gateways) is common. But giving these apps full administrative access just to “get it working” is a massive mistake—especially if that access isn’t regularly reviewed.
Once an app has open permissions, it can read, write, and delete sensitive data—sometimes without your knowledge.
The Fix:
Every integration should:
- Be configured through a dedicated Integration User.
- Have custom permission sets that provide only the minimum access required.
- Be logged and monitored through audit trails.
- Be reviewed on a scheduled basis (we recommend every 6 months).
Also, document everything: what the app is for, what data it accesses, who owns it internally, and when its permissions were last reviewed.
At iBirds Services, we create integration governance plans so your connected apps remain powerful but contained.
5. Misconfigured External User Access
The Mistake:
Salesforce Community (Experience Cloud) portals allow customers, vendors, and partners to log in and interact with your system. But too often, businesses mirror internal access rules for external users. This can inadvertently expose sensitive information like customer lists, support history, or even pricing models.
In multi-tenant scenarios, this can lead to data leakage between users—a major compliance issue.
The Fix:
Design your external access model from scratch:
- Start with a “deny all” baseline.
- Grant object-level and field-level access only where necessary.
- Create external profiles and permission sets tailored to partner or customer roles.
- Test user experiences thoroughly using test accounts across multiple scenarios.
iBirds Services can help you simulate and test real-world access to ensure no sensitive data is exposed unintentionally.
Beyond the Mistakes: How to Make Salesforce Security a Habit
Security isn’t a one-time project—it’s an ongoing responsibility.
Whether you’re handling patient records, financial reports, or customer communications, treating Salesforce as a secure, living system helps protect your organization in the long run.
Here are a few additional quick wins for reinforcing your security posture:
Audit Regularly
Run regular permission audits to identify over-permissioned users or inactive accounts with access.
Educate Continuously
Train every new hire on security best practices during onboarding—and reinforce them regularly.
Monitor and Report
Use Salesforce Shield (or third-party tools) for event monitoring and real-time alerts on suspicious activity.
Automate What You Can
Use tools like Flows and Validation Rules to enforce security policies automatically at scale.
Why Choose iBirds Services for Salesforce Security?
At iBirds Services, we don’t believe in one-size-fits-all solutions. Every business is different, and your Salesforce org reflects your unique workflows, customers, and data. That’s why we offer:
- Custom Security Audits tailored to your industry.
- Role-based Access Control design.
- Secure App Integration Setup.
- Experience Cloud (Communities) Hardening.
- MFA and SSO Implementation and Training.
With deep Salesforce expertise and a proactive approach, we help you build secure systems—not just patch problems.
Conclusion: Make Security Your Strategic Advantage
Salesforce is powerful—but only when secured correctly. From avoiding over-permissioning to building robust app integrations, every small step adds up to a stronger, safer platform.
The mistakes outlined here aren’t rare—they’re common. But the good news? They’re also entirely preventable.
Whether you’re starting a new Salesforce org or managing an enterprise system with thousands of users, it’s never too late to build security into your foundation.
Ready to Secure Your Salesforce Org?
Contact iBirds Services today to schedule a free security assessment.
Visit ibirdsservices.com for expert insights, tools, and Salesforce solutions that keep your business protected and compliant.
Frequently Asked Questions (FAQs)
Q1. Why is Salesforce security so important?
Salesforce stores sensitive customer, financial, and business data. Weak security practices can lead to data breaches, compliance violations, and business disruption.
Q2. What is the most common Salesforce security mistake?
Granting excessive access—like giving admin rights “temporarily” and forgetting to revoke them—is one of the most common and dangerous mistakes.
Q3. How does MFA improve Salesforce security?
Multi-Factor Authentication (MFA) adds a second layer of verification, preventing unauthorized access even if a password is compromised.
Q4. Should I worry about external app integrations?
Yes. Third-party apps often request broad permissions. Always use an integration user with custom permission sets and monitor app activity regularly.
Q5. How often should I audit user permissions?
We recommend conducting a full access review at least every 6 months, and after any team or role changes.
Q6. What’s the best way to manage external user access?
Start with zero access and grant only what’s absolutely necessary. Always use dedicated profiles and thoroughly test user permissions.
Q7. Can iBirds Services help secure our existing Salesforce setup?
Absolutely. iBirds offers tailored audits, permission cleanups, secure app integration, MFA/SSO implementation, and Experience Cloud hardening.
Q8. What tools can help monitor Salesforce security?
Salesforce Shield, login history, audit trails, and third-party SIEM integrations can help track suspicious activity in real time.
Q9. Is security a one-time setup?
No. It’s an ongoing process that includes audits, training, and policy updates to stay aligned with business changes and threats.
Q10. How can I get started with a security checkup?
You can contact iBirds Services for a free Salesforce security assessment tailored to your business needs.