Security Best Practices & Anti-Patterns

For CTA scenarios, demonstrating awareness of anti-patterns is just as valuable as knowing best practices. The board often presents scenarios with built-in anti-patterns to test whether you identify and correct them.

Sharing Model Best Practices

Best Practices

Practice	Why It Matters
Start with Private OWD for all objects, then open up	You can add access but never remove it below OWD. Starting open is irreversible without changing OWD.
Design role hierarchy for data access, not HR org chart	The hierarchy controls record visibility, not reporting. An org chart hierarchy creates unnecessary sharing.
Prefer criteria-based sharing rules over ownership-based when possible	Criteria rules are based on field values (stable), not record ownership (changes frequently).
Limit sharing rules to 50 per object as a practical maximum	More than 50 indicates the OWD or hierarchy design is wrong. Sharing recalculation time increases linearly.
Use public groups to abstract sharing targets	Groups can be managed without modifying sharing rules. Share with “West Region Team” not individual roles.
Document every sharing mechanism and its justification	The CTA board will ask why you chose each mechanism. Future admins need to understand the design.
Test sharing with different user profiles before go-live	Create test users at each hierarchy level and verify record visibility matches requirements.

Anti-Patterns

Anti-Pattern	Risk	Correct Approach
Setting OWD to Public Read/Write “because it’s simpler”	Cannot restrict access for any user; no audit trail of access decisions	Start Private; open up with sharing rules
Mirroring the HR org chart in role hierarchy	Creates deep hierarchies (10+ levels); performance degradation; unnecessary visibility	Design for data access patterns; keep 5-7 levels max
Using manual sharing for systematic access	Manual shares are deleted on ownership change; cannot be audited at scale	Use sharing rules or Apex managed sharing
Creating hundreds of sharing rules	Sharing recalculation takes hours; performance degrades; impossible to audit	Redesign role hierarchy or OWD
Giving View All / Modify All to bypass sharing issues	Completely bypasses the sharing model; equivalent to admin access on that object	Fix the underlying sharing design
Ignoring external OWD	External users may see other companies’ data	Set external OWD separately (usually Private)
Not considering LDV impact	Private OWD on 100M+ record objects causes massive share tables	Evaluate sharing set size; consider HVCP sharing sets

Identity Best Practices

Best Practices

Practice	Why It Matters
Use the corporate IdP for all internal SSO	Centralizes authentication; enables consistent MFA; simplifies offboarding
Use Federation ID for SAML user matching	Decoupled from Salesforce username; survives username changes and org migrations
Implement JIT provisioning (custom handler when possible)	Eliminates manual user creation; keeps user attributes synchronized with IdP
Always enable MFA for direct login and validate IdP MFA for SSO	Salesforce requires MFA; IdP-based MFA satisfies the requirement for SSO logins
Use Named Credentials for all callout authentication	Keeps credentials out of code and version control; platform manages token lifecycle
Configure Single Logout for security-sensitive environments	Prevents orphaned sessions; user logs out everywhere when they log out anywhere
Grant minimum OAuth scopes	Each scope is an attack surface; “full” scope is rarely needed
Rotate Connected App secrets and certificates on a schedule	Limits the exposure window if credentials are compromised

Anti-Patterns

Anti-Pattern	Risk	Correct Approach
Hardcoding credentials in Apex	Credentials in version control; visible to all developers	Use Named Credentials
Using Username-Password OAuth flow	Blocked by default since Spring ‘23; credentials sent in the request body (over TLS, but still higher risk than token-based flows); Salesforce recommends alternate flows	Use JWT Bearer or Client Credentials for S2S
Not implementing Single Logout	User logs out of IdP but Salesforce session remains active	Configure SLO in SAML settings
Using “full” OAuth scope for all Connected Apps	Over-privileged access; any compromise gives complete access	Grant minimum scopes per integration
Skipping MFA “because we have SSO”	SSO without IdP MFA means single-factor authentication	Verify IdP enforces MFA or add Salesforce MFA
Multiple SSO configurations without clear routing	Users confused about which login button to use; support burden	Use Login Discovery to route users automatically
Not revoking Connected App access when integrations are decommissioned	Dormant access tokens remain valid; zombie integrations	Audit and revoke quarterly

Permission Model Best Practices

Best Practices

Practice	Why It Matters
Use Minimum Access Profile pattern	One baseline profile with almost no permissions; layer with Permission Sets
Create atomic Permission Sets (one function per PS)	“Create Quotes” not “Sales User Everything”; enables mix-and-match
Bundle with Permission Set Groups for role assignment	Groups represent business roles; individual PS represent capabilities
Use Muting Permission Sets for exceptions	Remove specific permissions without duplicating Permission Sets
Never grant View All / Modify All unless absolutely necessary	Bypasses entire sharing model; equivalent to admin access on that object
Separate UI concerns from security	Page layouts control presentation; FLS controls access. Never use page layouts as security.
Audit permissions quarterly	Permission creep is real; unused Permission Sets accumulate; FLS drifts
Use Permission Set Assignment Expiration for temporary access	Auto-removes access after a specified date; prevents permanent temporary access

Anti-Patterns

Anti-Pattern	Risk	Correct Approach
Cloning profiles for each new role	Profile sprawl; impossible to audit; changes must be made across all clones	Minimum Access + Permission Set Groups
Managing FLS on profiles	FLS changes affect all users on that profile; cannot grant different FLS to same profile	Manage FLS via Permission Sets
Using page layout to “hide” sensitive fields	Users can see hidden fields via reports, API, list views	Use FLS to truly restrict field access
Granting System Administrator profile to integration users	Full admin access for integrations; no audit trail of what permissions are actually used	Create integration user profile with minimum access + specific Permission Sets
Using “Modify All Data” permission as a shortcut	Bypasses all security; any security model becomes meaningless	Grant specific object permissions
Not distinguishing between tab visibility and object access	Hiding a tab does not prevent record access	Use FLS and object permissions for security; tabs for UI convenience

Encryption Best Practices

Best Practices

Practice	Why It Matters
Encrypt only what regulations require	Encryption has significant functionality trade-offs; over-encrypting breaks features
Do a full impact analysis before encrypting any field	Identify every report, query, formula, and integration that uses the field
Use deterministic encryption when searchability is required	Allows exact-match filtering while maintaining encryption at rest
Start with Salesforce-managed keys unless regulation requires otherwise	Simplest to manage; BYOK and cache-only add operational complexity
Test extensively in sandbox before production	Encryption changes are difficult to reverse; validate all functionality
Document which fields are encrypted and why	Future administrators need to understand the encryption rationale

Anti-Patterns

Anti-Pattern	Risk	Correct Approach
Encrypting everything “for extra security”	Breaks search, sorting, reporting, formulas; massive functional regression	Encrypt only regulated fields
Using probabilistic when deterministic is needed	Users cannot search or filter on the field; workflow rules may break	Choose scheme based on functional requirements
Not testing encrypted field impact on reports	Reports that filter or sort on encrypted fields fail silently	Test every report that references encrypted fields
Enabling encryption without a key rotation plan	Stale keys increase risk; compliance audits require rotation evidence	Establish key rotation cadence before go-live
Forgetting to encrypt the search index	Encrypted field values may appear in the search index unencrypted	Enable search index encryption alongside field encryption

Portal Security Best Practices

Best Practices

Practice	Why It Matters
Set External OWD to Private for most objects	Default assumption: external users should not see other companies’ data
Audit guest user profile quarterly	Guest user permissions creep; Salesforce tightens rules regularly
Use Sharing Sets for HVCP users instead of sharing rules	Sharing Sets are optimized for high volume; sharing rules don’t apply to HVCP
Test with each external license type	Different licenses have different sharing behaviors; verify each one
Remove all unnecessary object permissions from guest user	Guest users should have explicit opt-in access only
Never expose PII to guest users	Data breach risk for unauthenticated visitors
Use “Secure guest user record access” setting	Ensures records created by guest users are owned by the site’s default owner

Anti-Patterns

Anti-Pattern	Risk	Correct Approach
Using same OWD for internal and external	External users may see data from other companies	Set External OWD separately
Giving guest users API access	Unauthenticated API access enables data scraping	Disable guest API access unless specifically justified
Using Customer Community Plus when Community suffices	Unnecessary cost; adds role hierarchy complexity	Start with Community; upgrade only if reporting/hierarchy needed
Not testing implicit sharing for portal users	Portal users may see parent Account data unintentionally	Audit implicit sharing paths for each external user type
Sharing too broadly via Sharing Sets	Records from one customer’s Account visible to another customer	Use the narrowest possible lookup match

Programmatic Security Best Practices

Best Practices

Practice	Why It Matters
Default to with sharing on all Apex classes	Enforces the running user’s sharing model; secure by default
Use USER_MODE for SOQL and DML	Enforces CRUD + FLS + sharing in one call
Always use bind variables in SOQL	Prevents SOQL injection; parameterized queries
Use Named Credentials for all callouts	Keeps secrets out of code; platform manages authentication
Never log sensitive data (PII, credentials, tokens)	Logs are accessible to admins; may be exported
Use inherited sharing for utility classes	Safe default that inherits the caller’s context
Document every without sharing usage	Each bypass must be justified and reviewed

Anti-Patterns

Anti-Pattern	Risk	Correct Approach
No sharing keyword on Apex classes	Defaults to without sharing at the entry point of a transaction; inherits context when called from another class. Either way, intent is unclear.	Always specify with sharing or inherited sharing
Using string concatenation in SOQL	SOQL injection vulnerability	Use bind variables or String.escapeSingleQuotes()
Trusting page layout to hide fields (no FLS check in Apex)	API access bypasses page layouts; users see all fields	Enforce FLS with USER_MODE or stripInaccessible()
Storing OAuth tokens in Custom Settings/Custom Metadata	Visible to all admins; in version control	Use Named Credentials
Using without sharing on controllers	All users see all records regardless of sharing model	Use with sharing on controllers; without sharing only in narrow service methods

Security Architecture Review Checklist

Use this visual checklist when reviewing any CTA scenario to ensure every layer of the security model is addressed.

Figure 1. Security review follows four independent columns: authentication (who you are), authorization (what you can do), data protection (how data is safeguarded at rest), and integration security (how external systems connect). All four must be addressed in a CTA scenario response.

Governance Best Practices

Practice	Description	Frequency
Security Health Check	Run Salesforce Health Check; address all critical/high findings	Monthly
Permission audit	Review all profiles, Permission Sets, and Permission Set Groups	Quarterly
Sharing rule review	Verify all sharing rules are still needed; remove obsolete rules	Quarterly
Guest user audit	Review guest user profile, sharing rules, and accessible data	Quarterly
Connected App audit	Review all Connected Apps; revoke unused integrations	Quarterly
Encryption key rotation	Rotate encryption keys per compliance requirements	Per policy (annually minimum)
Event Monitoring review	Review login anomalies, data export events, API patterns	Weekly/Monthly
User deprovisioning	Verify SSO-deprovisioned users are deactivated in Salesforce	Automated or weekly

Related Topics

• Sharing Model: sharing-specific architecture
• Identity & SSO: identity-specific architecture
• Field & Object Security: permission model details
• Portal Security: external user security details
• Programmatic Security: secure coding details
• Shield Encryption: encryption details
• Security Trade-offs: security trade-off analysis

Sources

• Salesforce Help: Security Best Practices
• Salesforce Help: Health Check
• Salesforce Developers: Secure Coding Guidelines
• Salesforce Architects: Security Architecture
• OWASP: Top 10 Web Application Security Risks