Overview Of Salesforce Sharing Rules

Overview Of Salesforce Sharing Rules

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Are you a Salesforce user who wants to know how you can get horizontal access to the records for users? The obvious answer to this question is whenever you want to share a record with multiple users; you can take advantage of a popular security system titled Salesforce Sharing Rules. 

Sharing rules in Salesforce are defined as the guidelines that need to be followed to allow access to information and data to various clients in a specific company or group of areas. They help expand sharing access for different users depending on their roles and regions. Certain users are granted special permits so they can automatically set their organization’s expectations.

The process of creating sharing rules for open access to data sharing and records can be carried out by who owns the data and information? The second one is the creation of sharing rules with variables from a particular record.

Types Of Sharing Rules In Salesforce

  1. Managed sharing

According to the Salesforce Role Guide, hierarchy and Salesforce sharing rules allow you to share the access that Lighting Platform allows based on Record ownership.

  1. Record ownership

Each record belongs to a specific user, including various objects that are used for cases and custom objects. Record owners are given automatic and unrestricted access, and users can easily view, delete, edit or share them.

  1. Role hierarchy

People or users at the top of the hierarchy can access similar levels of records using the role hierarchy. These records can be owned or shared by other users that are situated below the hierarchy. Therefore, data can be released implicitly by providing unrestricted access to anyone either above or below the level.

  1. Manual sharing or user managed to share

This grant is a user or a record or must now have full ownership of the record to access and distribute it. The record can be owned or shared with a single user or a group of users. The end-user is responsible for the user-managed sharing of a single record. Full access can only be granted by record owners and users who are above the record owner in the role hierarchy.

  1. Apex Managed Sharing

Developers can easily support specific applications using sharing requirements under Apex managed sharing. SOAP or API enables this type of sharing when a user who can modify any data can add or change the Apex managed sharing.

Components Of Sharing Rules In Salesforce

What records to share? – We can share records based on ownership of that data or similar performance criteria. You are allowed to share data records belonging to specific users with other users or groups. If a record is based on a field value, it can be shared with other users.

With which user – For this, you need to create a public group that simplifies sharing rules. A public group is a combination of the various rules and roles of people who share several traits and behaviors.

What type of access – Once the request is detected, access is granted, and the form of access can be read-only, or other access can be read and written.

Limitations Of Sharing Rules In Salesforce

  1. You can only access additional data using Salesforce Sharing Rules.

  1. Status is not a criterion for implementing sharing rules and therefore applies to all types of users, regardless of whether they are active or not.

  1. The sharing rule re-evaluation process occurs all the time, and accordingly, the number of users belonging to the group or role changes.

  1. If users have different access levels to a particular data set, then there are criteria of allocating open extension access criteria to the records.

How To Create Sharing Rules In Salesforce

Before creating Sharing Rules, the System Administrator must provide these basic answers for the following 3 steps.

  1. Select which records to be shared

It recognizes the Records, which are needed to be shared. The Records are differentiated according to the Record Owner or Criteria Based.

  1. Select the users to share with

Share the records with –

  • Public Groups
  • Roles
  • Roles and Subordinates

  1. Select the access level for the users

The level of access is decided by this step only.

Access TypeLevel of Access
Default Account and Contract AccessRead Only, Read/Write
Opportunity AccessPrivate, Read Only, Read/Write
Case AccessPrivate, Read Only, Read/Write

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Step 1: Go to the Setup and access the Quick Find box to search the public groups.

Step 2: Click on the NEW option, which will open the membership page for reviewers that are new to the group.

Step 3: You can choose other groups, users, roles, subordinates, etc from the New public group. 

Step 4: Then assign the label reviewers to the rule.

Step 5: The name of the group will populate automatically as you click it. The name will be assigned by API packages. Now from the drop-down menu, choose Rules.

Step 6: Now choose Rules from the drop-down menu.

Step 7: From the member list, you can now select the different roles and click on Add.

Step 8: Now move to the drop-down list and choose roles and subordinates together.

Step 9: From the available member list you have to click on the recruiting manager, then click on Add option.

Step 10: Once you have created a public group, it can be further used to define the sharing rules.

Availability Of Sharing Rules In Salesforce

Salesforce Versions:Salesforce Classic, Lightning Experience
Salesforce Editions: Professional, Enterprise, Performance, Unlimited, and Developer Editions

Here are some of the Standard Types of Sharing Rules that can be built in salesforce. Also, Sharing Rules are available for other Custom Objects in your org.

Sharing Rule TypeDepends UponSet Default Sharing Access For
Account Sharing RulesAccount Owner or Criteria Based, containing record types or field valuesAccounts and their related cases, opportunities
Asset Sharing rulesAsset Owner or Criteria Based, containing record types or field valuesSpecific Assets
Campaign Sharing RulesCampaign Owner or Criteria Based, containing record types or field valuesSpecific campaigns
Case Sharing RulesCase Owner or Criteria Based, containing record types or field valuesSpecific Cases and their related accounts
Sharing Rule TypeDepends UponSet Default Sharing Access For
Contact Sharing RulesContact Owner or Criteria Based, containing record types or field valuesSpecific Contacts and its related accounts
Lead Sharing RulesLead Owner or Criteria Based, containing record types or field valuesSpecific leads
Opportunity Sharing RulesOpportunity Owner or Criteria Based, containing record types or field valuesSpecific Opportunities and its related accounts
Work Order Sharing RulesWork Order Owner or Criteria Based, containing record types or field valuesSpecific Work Orders

Conclusion

Your organization depends on providing data access to a user or a particular group of users. That is why it is essential to utilize a powerful security model like Sharing Rules in Salesforce. For example, marketing managers at your organization might be interested in taking an idea of all closed-won opportunities, but the sales managers can only access this information. With Sharing Rules in Salesforce, organizations can extend access to marketing specialists and allow horizontal access to data whenever required by a user. It will secure the data from unauthorized access and will offer limited access to the information. 

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