Use a single Integration User with a restricted profile to enforce the principle of least privilege in Salesforce integrations.

The gate to your Salesforce data doesn’t need to swing wide just because two integrations show up at the door. In fact, the wiser move is to keep the gate small, tight, and properly labeled. That’s the essence of the principle of least privilege: give each integration only the access it absolutely needs, and nothing more. When two systems connect to Salesforce, this approach isn’t just security theater—it keeps your data healthier and your operations smoother.

The core idea in plain terms

Picture your integration user as a careful houseguest. You don’t hand them your entire house key; you give them access to the rooms they actually need. Maybe that’s the kitchen and the living room for one integration, or perhaps a particular set of shelves in the pantry. The moment a guest can wander into the attic or the master bedroom, you’ve increased risk without a clear payoff. PoLP—the principle of least privilege—makes that kind of guest control standard practice, not an afterthought.

Why broad access feels easy but dangerous

Let’s face it: granting broad permissions feels like a shortcut. It’s faster to switch on “Modify All Data” or to give broad admin-like powers to an account, especially when you’re juggling multiple integrations. But as soon as you open that floodgate, you invite a larger blast radius for mistakes, misconfigurations, or even malicious activity. It’s not just about today’s hiccup; it’s about tomorrow’s audits, changes, and growth. A single over-permissioned account can become a blind spot in your security posture, and that blind spot doesn’t stay hidden for long.

Two integrations, one clean rule

In scenarios with multiple integrations hitting Salesforce, the cleanest, most defensible pattern is to use a single Integration User with a profile that’s tightly scoped. Here’s why this approach lines up with best security thinking:

• Centralized auditing and accountability. When one user owns all integration activity, it’s easy to trace who did what, when, and why. You don’t chase down activity across several credentials or profiles.

• Reduced credential surface area. Fewer accounts mean fewer credentials to rotate, fewer entry points to monitor, and less chance of credential leakage slipping through the cracks.

• Predictable, minimal permission sets. You can tailor a single profile to the tasks the integration performs, and then extend only as needed with permission sets rather than carte blanche access.

• Simpler maintenance. You’ll spend less time provisioning and revoking access across multiple systems. Updates stay simple and consistent.

What to avoid (quick comparisons)

• Option A would give a broad “Modify All Data” flavor to a single integration user. That’s a big appetite for a small task and not what PoLP endorses.

• Option B uses separate credentials for each integration. That seems tidy, but it multiplies maintenance and makes it harder to ensure each one truly sticks to the minimal set of permissions.

• Option D combines separate credentials with broad permissions on both sides. It’s the worst of both worlds: many keys and a big, risky lock to pick.

Implementing the right approach in practical steps

If you’re aiming for a single Integration User with a carefully restricted profile, here’s a practical path you can follow. Think of it as a blueprint you can adapt to your org’s specifics.

1. Create one dedicated Integration User

• Give it a descriptive name (for example, integ-svc-user-accounts) and a clearly labeled email.

• Set a strong, rotation-friendly password policy and consider moving to OAuth-based authentication if you’re not already.

2. Create a dedicated Profile (or clone and tailor an existing one)

• Start with a baseline profile that covers the minimum object and action types your integration needs.

• Remove or disable high-risk permissions. Specifically avoid anything like “Modify All Data” unless you absolutely must have it, and only if the business process truly requires it.

• Limit access to only the objects and fields the integration must touch. For example, if the integration reads Accounts and Contacts but only creates or updates them, grant read, create, and update as needed, and restrict delete.

• Disable unnecessary system privileges and administrative capabilities that aren’t part of the integration’s job.

3. Use Permission Sets sparingly to cover gaps

• If you later realize the integration needs a bit more access, add a permission set instead of expanding the profile. This keeps the core profile lean and makes it easy to review precisely what was added and why.

• Document each permission set’s purpose so audits are straightforward.

4. Lock down access controls

• IP Restrictions: If the integrations run from known networks or cloud environments, restrict login IP ranges to those sources.

• Login Hours: If the integration only operates during certain windows, limit login hours accordingly.

• Connected Apps: Use connected apps with OAuth tokens rather than static credentials when possible, and tie tokens to the one Integration User.

5. Separate duties with careful data boundaries

• Decide which objects the integration touches and what operations are allowed. If two integrations have very different duties, map that out explicitly—but keep the actual user as one, shared identity with narrowly tailored permissions for both. You’re not keeping secrets; you’re keeping risk tightly managed.

6. Enforce auditing and monitoring

• Enable login history monitoring for the Integration User and set up alerts for anomalous activity (odd hours, unusual volumes, unexpected IPs).

• Use event monitoring or Salesforce Shield if you have it to track API usage, field-level access, and data exfiltration indicators.

• Regularly review permission sets and field-level security to ensure nothing drifted away from the original intent.

7. Prepare for rotation and incident response

• Plan for credential rotation, especially if you’re using password-based authentication. If you’re on OAuth, rotate client secrets and tokens per your security cadence.

• Develop a runbook for what to do if the integration behaves oddly: what logs to pull, whom to notify, and how to revoke access quickly if needed.

An eye on real-world nuance

Security isn’t a checkbox; it’s a living practice. You’ll encounter everyday tradeoffs: sometimes a process genuinely needs a broader scope to function, and you’ll weigh that against stricter controls. When that happens, bring it back to PoLP with a minimal expansion: add exactly the permission needed, test thoroughly, and document the justification. It’s like widening a doorway only a crack for a moment, and then sealing the crack as soon as the transfer completes.

A few practical tips you’ll notice in top teams

• Name governance: keep a clear naming convention for users, profiles, and permission sets. When you audit, you want to know in one glance who did what.

• Documentation as a living thing: write down why a permission exists and who approved it. Revisit it on quarterly security reviews to catch drift.

• Automate where you can: let scripts or tooling verify that the Integration User’s permissions align with the documented scope.

A quick mental model you can carry forward

Think of your Integration User as a service worker who only handles the tasks you’ve assigned. They sweep up after themselves, don’t poke around unused corners, and leave the place as tidy as they found it. When you frame it that way, the math becomes intuitive: fewer permissions, fewer opportunities for trouble, and more time you can devote to building great integrations instead of babysitting security issues.

Putting the idea into everyday practice

The single, restricted Integration User pattern isn’t a one-off trick—it’s a mindset you can apply across projects. Whether you’re stitching together CRM data, syncing orders, or pushing updates from an external system, this approach pays dividends in reliability and peace of mind. It keeps your data safer, and it helps your team move faster because you’re not bogged down by avoidable risk.

In closing

Two integrations can hit Salesforce and still keep the data safer than a dozen over-permitted accounts. The trick is to give each integration exactly what it needs and nothing more, through a single Integration User with a purpose-built profile. It’s practical, it’s auditable, and it scales as your environment grows. Security doesn’t have to be heavy-handed to be effective. With a clear boundary around access, you protect the core of your business while keeping the door open for the tools that help you move faster.

If you’re mapping out an integration strategy, start there: a single, well-scoped Integration User, thoughtfully assigned permissions, and a plan for ongoing oversight. You’ll sleep a little easier knowing you’ve kept the gate sturdy without turning it into a fortress that stifles progress. And isn’t that the balance we all strive for in modern data environments?