Definition
Running User is a standard component of Salesforce's CRM framework that contributes to how organizations capture, organize, and act on customer information. It integrates with other platform features to support end-to-end business processes.
Real-World Example
When a CRM manager at Summit Group needs to streamline operations, they turn to Running User to centralize important business data in one place. With Running User configured to match their workflow, the team can quickly find relevant information, track changes over time, and generate reports that drive strategic decisions.
Why Running User Matters
The Running User in Salesforce is the user whose security context determines what data is displayed on a dashboard or report. When a dashboard is configured with a specific Running User, all viewers see data based on that user's data access and sharing settings — regardless of their own permissions. For example, if the Running User is a VP of Sales with visibility into all Opportunities, every viewer of that dashboard sees the full pipeline even if they are individual reps who normally only see their own deals. Alternatively, dashboards can be set to 'Run as Logged-In User,' where each viewer sees data filtered through their own access level.
Choosing the correct Running User is a strategic decision that affects both data visibility and security. Setting a Running User with broad access on a widely shared dashboard can unintentionally expose sensitive data to users who shouldn't see it — for example, showing compensation data to all employees if the Running User is an HR manager. Conversely, setting the Running User too narrowly may result in dashboards that show incomplete data, leading users to distrust the reports. Organizations must carefully match the Running User's access level with the intended audience of each dashboard. This becomes especially important during audits, where regulators may question why certain users can see data outside their normal access scope through dashboard configurations.
How Organizations Use Running User
- Velocity Sales Corp — Velocity's sales dashboard uses the VP of Sales as the Running User, allowing all 85 reps to see the company-wide pipeline during all-hands meetings. However, the individual rep performance dashboard runs as the Logged-In User, so each rep only sees their own metrics. This dual approach gives reps company context while maintaining individual data privacy.
- SecurePoint Financial — SecurePoint discovered during a compliance audit that a dashboard showing client portfolio values was using a senior advisor as the Running User, giving junior analysts access to high-net-worth client data they weren't authorized to see. They switched the dashboard to 'Run as Logged-In User' and created a separate executive dashboard with the senior advisor as Running User, restricted to the leadership team via folder permissions.
- Meridian Consulting — Meridian uses a service account named 'Dashboard_Admin' as the Running User for their operational dashboards. This dedicated user has read-only access to all service objects but no access to financial data. When staff changes occur, dashboards remain functional because they don't depend on any individual employee's account that might be deactivated during offboarding.