Security: Scenario 2 Solution

The solution section provides an overview of how to solve this scenario, and why that solution was chosen.  The Solution Steps section immediately following outlines the exact steps used to replicate the solution.


A permission set is suited to this scenario as permissions need to be granted (not revoked), and the core functionality of the users assigned to the current profile has not changed.  For instance, If the entire inside sales team were to be granted the export reports permission, then you would just update the profile accordingly.

Solution Steps:

  1. Setup –> Manage Users –> Permission Sets.  Click New.
  2. Enter label “Export Reports”, Save.
  3. Search Export Reports, Select Export Reports, Click Edit.
  4. Check Export Reports, Save.
  5. Navigate to James Smith’s user record (Setup –> Manage Users –> Users).
  6. Under Permission Set Assignments, Click Edit Assignments, Add “Export Reports”, Save.
  7. Login as James.  Run a report and verify the permission export details button is present.

44 Responses to “Security: Scenario 2 Solution”

  1. DonnaR September 19, 2017 at 10:39 pm #

    Why don’t you check the box “Session Activation Required” when creating a Permission Set? If I check it, James Smith cannot export a report. If unchecked, it grants him export permission.

  2. khocatherine July 31, 2017 at 9:51 am #

    Hi John,

    I can only see Edit beside Smith, James name. Login option is not there, thanks

    • khocatherine July 31, 2017 at 9:59 am #

      Found the way, I have enabled Administrators Can Log in as Any User under login Access Policies

  3. sahana March 9, 2017 at 10:18 pm #

    how to run a report? i hav followed all the procedures but i m unable to see export details..

    • JohnCoppedge March 10, 2017 at 9:03 pm #

      Click into the reports tab and create a report (or find an existing one). The export button will typically appear after you’ve ran the report (not in the report builder). I will think about changing this example next go around.

  4. sihill1788 October 25, 2016 at 11:43 am #

    Just a quick logistical question I am sure there is a quick answer to…When you log in as James Smith (which is easily done), how do you then switch back to the administrator profile without having to log out and log in again?
    Is it necessary to sign out as James and Log in as the admin every time.

    Hope someone has an easy work around for this.

    On a side note the resources have been great so far. I’ve been using salesforce for 2 years and maintaining that it has way more functionality than we were utilising. Will definitely be passing some of my learning on to my old team.


  5. piyushsharma09 July 22, 2016 at 6:29 pm #

    What is difference between “run report” and “export details” . Solved the scenario getting four buttons on the screen. 1. Run report 2. Hide details 3. Printable view 4. export details

    With export details i am getting it in 2 formats i.e Excel and .CSV. However when i click on run report i get no result. Why i am not getting any result neither the buttons to select date and all are working. Is there anything wrong in my set up..?

    • sneha06 August 6, 2016 at 11:00 am #

      As per my understanding Run report is the basic feature to run the report and view the records of report. Export details is used to export the data in csv or xls format in your local drive. Run report permission is mandatory if you have export report permission. If you unchecked run report permission, export report permission will also unchecked.

      To edit the select date button you need ‘create and customize report’ permission enabled.

      Hi John,

      I am facing one issue like as a system admin I have create a report in a new folder and share that folder with a role and give them ‘Editor’ access. But while I am login with a user having the same role and click on that particular report it give me ‘Insufficient privilege’ error. Could you please let me know what permission I am missing.


  6. July 6, 2016 at 12:28 pm #

    Works perfect 🙂

  7. SFGrabowski June 12, 2016 at 10:06 pm #

    Hi John, I am struggling with this scenario and have followed the steps and read other user comments. Not able to get James Smith his export function on reports.
    Will you be modifying this scenario? Thank you kindly.

    • SFGrabowski June 12, 2016 at 10:14 pm #

      HI John , I got it finally. Seemed to be related to Active Session, I unchecked.
      Thank you.

      • JohnCoppedge August 17, 2016 at 2:35 pm #


      • heathermenis January 26, 2017 at 4:16 am #

        John! Great site! Related to the “Active Session” check box, I was logging in and logging out repeatedly, trying to “activate’ the permission set. Finally got got successful result but; whose “session” is it referring? The admins or the user? Thank you again for such helpful tool

        • JohnCoppedge January 26, 2017 at 2:04 pm #

          Where are you seeing the active session check box?

          • heathermenis January 29, 2017 at 8:34 pm #

            There is a check box on the “Create Permission Set” screen. The info box details are “Apply the permission set only when user sessions meet specified criteria.”
            SFGrabowski was correct! That was the culprit, and now “James” is happily exporting reports!

  8. MKlobe June 6, 2016 at 11:26 pm #

    I’m failing to see how to log in as James Smith.

  9. April 26, 2016 at 3:23 pm #

    Hi John,
    Did not understand step 3 –> Search Export Reports, Select Export Reports, Click Edit.

    – Where do I search ( which tab) fro export reports. when I create a new permission set there is no search button in permission set.

    Appreciate some explanation.

    • JohnCoppedge August 17, 2016 at 2:36 pm #

      There’s a search box in the permission set which is where you find all of the permission- you need to find that permission within that search box

  10. Chillikaps April 10, 2016 at 3:02 pm #

    Hey John,

    Forgive me is someone has already asked this… In step 5 and 6 you seem to imply that the Permission set is assigned at the User level. I could not find a way of doing that. Isn’t the way to assign a permission set is by going to Manage Assignments on the Permission Set itself?

    • JohnCoppedge April 10, 2016 at 9:55 pm #

      You can assign the permission set on the user directly as well (just need to scroll down on classic profile editor)

  11. Alice Wilson October 31, 2015 at 10:20 pm #

    What am I missing? Created Permission Set ‘Export Report’. Assigned James the Permission and still the button does not appear on the Report.

    • JohnCoppedge November 9, 2015 at 3:16 pm #

      Did you edit the permission set to include the export reports permission?

      • shandoid December 18, 2015 at 12:14 am #

        You have to check Run Reports box now too

  12. adman124 August 7, 2015 at 7:07 pm #

    Go to Permission Sets then select Manage Assignments and choose the user there.

  13. Dorothy Narvaez April 2, 2015 at 9:07 pm #

    Hi John – luckily I did manage to do this scenario on my own, but upon reading the solution above, for step 3, should it be mentioned that when you click edit on the “Export Report” permission settings, search for the System Permissions section and then look for Export Report and then check that box? 🙂

    • JohnCoppedge April 3, 2015 at 2:02 pm #

      I think it is phrased that way, no?

      Search Export Reports, Select Export Reports, Click Edit.

      Are the steps off?

      • August 12, 2017 at 2:20 pm #

        Yes, there is a step between 2 and 3 which requires that the user choose “System Permissions”. “Export Reports” is not on the page that is presented upon generating a new permission set.

        • JohnCoppedge August 15, 2017 at 2:12 pm #

          That would be the step , Select Export Reports,

          I’ll be adding screenshots in the future to clarify

    • Shonnah Hughes June 18, 2015 at 9:42 pm #

      I agree

  14. Saman Muhammad February 3, 2015 at 10:52 pm #

    Hi, It’s still Export Details

    • JohnCoppedge February 3, 2015 at 11:05 pm #

      Step 7 is listed with Export Details- ” Run a report and verify the permission export details button is present.”

      The permission itself is called “Export Reports” on the profile, but the button on the report page is called “Export Details”. Are you seeing something different?

  15. Kevin Parsakia February 3, 2015 at 4:14 pm #

    Could you simply enable/disable report builder if you wanted to meet the scenario requirement of not allowing reports. This is assuming you gave the users the Inside Salesteam profile. Thank you in advance.

  16. Vivek Voonna July 10, 2014 at 1:03 am #

    After step 3, should I click ‘Object Settings’ in the ‘Apps’ section?

    I did that and then clicked on ‘Reports’ to uncheck the ‘Export Reports’ but I don’t see ‘Object Permissions’ and ‘Field Permissions’. Help.

    • Anand Viswanathan July 22, 2014 at 7:51 pm #

      You will need to click “System permissions” in the ‘System’ section. There you will find the “Export reports” tab to check.. Correct me if m wrong..

      • JohnCoppedge August 5, 2014 at 12:42 pm #

        You may be using the new profile viewer – (setup –> user interface) uncheck “Enable Enhanced Profile User Interface”; this is discussed in org set up in the getting started section.

  17. Bruce Levy February 19, 2014 at 10:21 pm #

    The button that allows exports is labeled “Export Details.”

  18. JohnCoppedge November 14, 2013 at 1:26 am #

    Yes, thank you!

  19. Gary November 13, 2013 at 3:23 pm #

    Should #5 be (Setup–> Manages Users –> Users)?

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