Quarra Salesforce Profile Consolidation

Overview

Quarra's Salesforce instance has accumulated too many profiles, creating permission management complexity and contributing to user-level errors (e.g., Steven Rousseau's lead conversion and task comment issues). The team agreed to consolidate to five standard profiles, eliminating the Executive profile in favor of permission sets layered on top of the Operations profile.

Decision

Consolidate to five profiles:

Remove the Executive profile. Senior leaders who previously would have been placed in Executive (Alex Marshall, Jim Durham, Lisa, future head of project management) will instead be placed in the Operations profile with a higher-level permission set granting broader access — below Admin, but above a standard project manager.

Rationale

• Fewer profiles reduces management overhead and the risk of misconfigured permissions.
• Permission sets within a profile provide sufficient granularity without requiring a separate profile for every seniority tier.
• The existing proliferation of profiles was a contributing factor to the permission errors experienced by Steven Rousseau.
• As Mark noted: "We need to have as much granularity as necessary, but not anymore."

Implementation Notes

• Senior leaders in Operations will receive a higher-class permission set that allows broad operational access (approvals, visibility across teams) without the ability to break system configuration.
• Finance team members may have different permission sets within the Finance profile to reflect varying levels of access (e.g., controller vs. staff).
• The "Executive" profile should be deactivated and removed once all users are migrated.

Related Issues

• ^[1] — Steven Rousseau's lead conversion and task comment permission errors, which surfaced the need for this cleanup.

Status

• Decision made: 2026-04-03
• Implementation: Pending — profile cleanup not yet executed as of meeting date. Lincoln is gathering input from Jim Durham and Alex Marshall before finalizing.