# Prompt template permissions and access controls

*Agentforce Specialist Study Guide · Prompt Engineering · Last updated October 15, 2026 · https://www.certifyforce.com/study-guide/agentforce-specialist/prompt-engineering/prompt-template-permissions-and-access-controls*

Who can build, activate and run prompt templates (Prompt Template Manager, Prompt Template User or Customize Application), and why the executing user's object access, sharing and field-level security decide which data a grounded prompt actually contains.

- Certification: Salesforce Agentforce Specialist
- Exam section: Prompt Engineering
- Study guide: https://www.certifyforce.com/study-guide/agentforce-specialist

**Official exam objective:**

> Identify access controls governing prompt templates.

## What the exam expects

- Choose between the Prompt Template Manager and Prompt Template User permission sets from what a user must do: build and activate templates, or only run them.
- Name the alternate route to managing templates (Customize Application) and reject grants that are too broad or don't apply.
- Explain that grounding resolves in the executing user's context, so object permissions, record sharing and field-level security decide which merge fields, related lists and retrieved content reach the prompt.
- Troubleshoot "the summary is missing data for some users" by tracing the gap to the right access control.
- Key terms: **Manage Prompt Templates** (permission to create, edit and activate templates); **Execute Prompt Templates** (permission to run them); **executing user** (the person or automation user whose access the template runs with); **secure data retrieval** (grounding only with data that user can access); **field-level security (FLS)** (per-field read and edit access).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Build and manage templates | Prompt Template Manager (Manage + Execute Prompt Templates) or Customize Application | [Create a Prompt Template](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_build_template.htm&language=en_US&type=5) |
| Run templates | Prompt Template User (Execute Prompt Templates) or Customize Application | [Enable Prompt Builder](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_enable.htm&language=en_US&type=5) |
| Manager assignment prerequisite | The user must have access to Setup | [Enable Prompt Builder](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_enable.htm&language=en_US&type=5) |
| Who decides access | Admins manage who can use templates with permission sets | [Give Users Access to a Prompt Template](https://help.salesforce.com/s/articleView?language=en_US&id=ai.prompt_builder_give_users_access.htm&type=5) |
| Generative field on a record page | Users need Prompt Template User to run it | [Add a Field Generation Prompt Template](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_add_field_gen_to_lightning_record_page.htm&language=en_US&type=5) |
| Packaging pages that reference templates | Needs Manage Prompt Templates, or the template is left out of the package | [Add a Field Generation Prompt Template](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_add_field_gen_to_lightning_record_page.htm&language=en_US&type=5) |
| Merge data at run time | Governed by the permissions of the executing user | [Run-time Execution](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_runtime.htm&language=en_US&type=5) |
| Secure data retrieval | Preserves role-based controls and field-level security for CRM and Data 360 data | [Einstein Trust Layer](https://help.salesforce.com/s/articleView?id=ai.generative_ai_trust_layer.htm&language=en_US&type=5) |
| Related list grounding | No related list data if it's not on the user's layout or they lack Read | [Related List Merge Fields](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_ground_related_list.htm&language=en_US&type=5) |
| Retriever results | Row-level access checks apply to returned data and knowledge | [Retrieve Data](https://help.salesforce.com/s/articleView?id=data.c360_a_ai_retriever_about.htm&language=en_US&type=5) |
| Data 360 admin set name | Data Cloud Architect, formerly Data Cloud Admin | [Data 360 Standard Permission Sets](https://help.salesforce.com/s/articleView?id=data.c360_a_userpermissions.htm&language=en_US&type=5) |

## Check yourself

- Why does Prompt Template User suit intake staff better than Prompt Template Manager?
- When will related-list data be missing from a resolved prompt for one user?
- Which permission is the alternate route to building and managing prompt templates?
- Why can't adding a field as a template resource expose it to users without field access?

## Sources

- [Enable Prompt Builder](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_enable.htm&language=en_US&type=5)
- [Create a Prompt Template](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_build_template.htm&language=en_US&type=5)
- [Give Users Access to a Prompt Template](https://help.salesforce.com/s/articleView?language=en_US&id=ai.prompt_builder_give_users_access.htm&type=5)
- [Add a Field Generation Prompt Template to a Lightning Record Page](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_add_field_gen_to_lightning_record_page.htm&language=en_US&type=5)
- [Prompt Template Run-time Execution](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_runtime.htm&language=en_US&type=5)
- [Einstein Trust Layer](https://help.salesforce.com/s/articleView?id=ai.generative_ai_trust_layer.htm&language=en_US&type=5)
- [Einstein Trust Layer: Designed for Trust](https://help.salesforce.com/s/articleView?id=ai.generative_ai_trust_arch.htm&type=5)
- [Grounding with Related List Merge Fields](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_ground_related_list.htm&language=en_US&type=5)
- [Add an Individual Retriever to a Prompt Template](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_retriever_individual.htm&language=en_US&type=5)
- [Retrieve Data](https://help.salesforce.com/s/articleView?id=data.c360_a_ai_retriever_about.htm&language=en_US&type=5)
- [Get to Know Prompt Builder](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_get_to_know.htm&language=en_US&type=5)
- [Troubleshoot Prompt Builder](https://help.salesforce.com/s/articleView?id=ai.prompt_builder_troubleshoot.htm&language=en_US&type=5)
- [Data 360 Standard Permission Sets](https://help.salesforce.com/s/articleView?id=data.c360_a_userpermissions.htm&language=en_US&type=5)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 7 linked practice questions, and unlimited timed mock exams are included with the Agentforce Specialist pack (USD $19): https://www.certifyforce.com/practice-exams