It is essential to test Salesforce’s role hierarchy and access to make sure users see only the data they are permitted to view, A well-structured role hierarchy can streamline workflows, maintain data integrity, and enforce compliance. However, improperly set roles and permissions can affect security and productivity by revealing private data or preventing essential access. In this article we will be discussing about ” What’s the Best Way to Test Role Hierarchy & Access in Salesforce? “
Step-by-Step Approach to Test Role Hierarchy and Access
1. Understand the Role Hierarchy Structure
Before testing begins, testers have to understand the business logic underlying the role structure. Work along with the architect or Salesforce administrator to:
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- Analyze the entire hierarchy of roles, such as CEO > Manager > Sales Representative.
- Define who should have access to what information, particularly with relation to accounts, opportunities, and custom objects.
- Understand the differences between sharing rules, permission sets, profiles and role hierarchy.
Writing relevant test scenarios that reflect actual access rules is made easier with this fundamental knowledge.
2. Set Up Test Data That Mirrors Business Scenarios
Start by creating records owned by different users in various roles. For example:
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- Create a test user in a Sales Rep role.
- Create another in a Sales Manager role.
- Create records like Accounts, Opportunities, and Contacts owned by these users.
Ensure the test data covers:
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- Same-level role users
- Users at higher levels
- Cross-department roles (if applicable)
This dataset forms the backbone of your access testing.
3. Log In as Different Role-Based Users
Use the “Login As” feature in Salesforce or simulate role-based sessions in your QA environment. For each user:
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- Verify visibility of records they own.
- Verify whether they have the ability to view, edit, or delete records made by their subordinates, if any.
- Make sure that, unless specifically shared, they are unable to view data from users in unrelated jobs or departments.
Maintain a checklist or matrix to track expected vs. actual access for each role.
4. Validate Access Rules Beyond the Role Hierarchy
Salesforce makes data accessible through a number of layers, including Sharing Rules, Permission Sets, Profiles, and Manual Sharing. During testing:
- Analyze the differences between sharing rules and access provided by role hierarchy.
- Remove a profile’s permission and see if role hierarchy still permits access.
- Ensure no access leakage happens through unexpected sharing settings.
- Ensure that the role hierarchy functions as intended and there are no unexpected overlaps or inconsistencies.
5. Use Negative Testing for Robustness
Verifying that users do not access data outside of their scope is assisted by negative testing. For example:
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- Unless shared, a sales representative shouldn’t view another representative’s opportunities.
- Custom objects related to sales should not be accessed by marketing users.
Use search features, reports, or URL manipulation to try to get around limits. File a security bug report if any such access is successful.
6. Automate Role-Based Access Tests Where Possible
For large orgs, manual testing may become inefficient. Use test automation tools like Selenium, Provar, or Salesforce-specific frameworks to automate access verification:
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- Script login actions based on role.
- Use SOQL queries to validate record visibility.
- Assert UI elements’ visibility and field-level access.
Automation ensures scalability and helps catch regressions early.
7. Document and Review Access Control Gaps
Once you complete testing:
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- Document scenarios where access didn’t match expectations.
- Highlight users with over-permissioned access.
- Suggest improvements to the role design or sharing model.
A documented review helps teams refine their security model and comply with audit requirements.
Conclusion
A combination of realistic test data, automatic coverage, manual validation, and strategic planning is the most effective method for testing role hierarchy and access. Making sure data access meets with business expectations—neither more nor less—is your responsibility as a QA specialist. Organizations may maintain their security, effectiveness, and compliance by routinely testing and evaluating access restrictions.
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