Few people I've spoken with realize that they are continuing to maintain profiles that aren't assigned to any users. As a result, everytime they create a field, record type, tab, app, page layout they are assigning controls to profiles that aren't being used by any users.
There's any number of reasons for this:
During the initial implementation, a decision was made to create profiles based on how the organization segments their business. But not all of these profiles were ever used.
Active users were once assigned to the profiles but have since become inactive. This could have happened when a division was let go. It could also have happened when users were transferred to another group with different responsibilities. I can also happen when creating a lot of one-off profiles.
It's possible to report on profile assignments using user reports. By running these reports, you can clean up un-used profiles that are assigned to inactive users.
HOW TO CONFIGURE
Under reports, create a new administrative > user report.
- Type of report: matrix
- Columns: Profile, Active
- Group by: Profile (Y-axis) and Active (X-axis)
- Summarize: Sum on Record Count
- View: All Users
- Duration: <No Dates>
Because the resulting report will only show profiles that are assigned, and it's possible to have more profiles than what have been assigned, it's a good idea to compare the count of profiles in the report to the count of profiles in the list view. The difference will represent the number of profiles that are not assigned to active or inactive users.
Especially when used in conjunction with a governance policy for creating profiles, cleaning up unused profiles provides for an excellent way to keep profile proliferation to a minimum.