Welcome to Sharing Rules, part of the Who Sees What series.
These videos provide the basics on visibility and data access in Salesforce.
In this video we’ll implement sharing rules to open record access up to users when the
org-wide defaults have been set to less than Public Read/Write.
At AW Computing, we set the org wide sharing settings on opportunities to Private, so only
the person who owns the record can see it.
We then created a role hierarchy to open access up to certain roles.
Now Sales Ops can see the opportunities of all users below them in the hierarchy, and
the US Sales Managers can see opportunities of users in the Inside Sales Rep role.
AW has grown and has added another sales team for the Asia Pacific region.
Sales Ops still sees all opportunities, US Sales Managers see their team’s opportunities
and APAC managers see their team’s opportunities.
So the role hierarchy allowed us to open record access up, vertically.
However, we need a way to extend record access horizontally so that the US Sales Manager
role can see records owned by users in the APAC roles
And the APAC Manager can see records owned by users in the US roles.
Sharing rules let us extend access to users in roles, public groups, or territories.
Let’s go to our practice org to see how this works.
Let’s set up sharing rules so that opportunities are visible to the people that need to see
them.
Sharing Rules are in the same place as our org-wide defaults, under Security Controls,
Sharing Settings We’ll scroll down to the Opportunity Sharing
Rules section And click New
We’ll give our rule a label, and a unique name will auto populate.
This rule will be based on record ownership We’ll share opportunities owned by the US
Sales Manager and subordinates With the APAC Sales Manager role
And give the Sales Manager Read Only access to opportunities owned by the US team.
And we’ll create a 2nd rule that shares the APAC records with the US Manager.
This will also be based on record ownership We’ll share the records owned by the APAC
Sales Manager and their subordinates With the US Sales Manager
And we’ll give read only access.
Now the Sales Managers can see the opportunities in all regions
So we’ve just seen sharing rules based on record ownership.
Lets take a look at a rule based on record criteria.
We want the Finance team to have visibility into any opportunities that the sales team
has won.
This rule is based on record criteria Where the Won field equals true.
Any record that matches this criteria will be shared with the Finance Director and subordinates
With Read Only access Nice.
Even though our org-wide defaults for opportunities are private, we’ve given access to the teams
that DO need visibility by creating sharing rules.
Here’s a useful diagram to help you assess how the layers of visibility and access work.
<> A users baseline permissions on each object are determined by the profile.
If you are using permission sets, these also set the baseline permissions in conjunction
with the profile.
Record access to records a user does not own are set first by the org-wide defaults.
If your defaults are anything less than public read/write, you can open access back up to
certain roles using the roles hierarchy.
You can further open up access using sharing rules.
In addition, the record owner can also share individual records with other users by using
the Share button on the record.
For more information on the topic of visibility and access, please watch the rest of this
video series.
In addition, you can search for these topics in Help & Training.
Thanks for using Salesforce!