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Welcome to Record Access via 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 are
more restrictive 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* regardless of their place in the role hierarchy.
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, Sharing Settings
We scroll down to the Opportunity Sharing Rules section
And click New We give our rule a label, and a unique name
will auto populate. This rule is based on record ownership
We 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 create a second rule that shares the APAC records with the US Manager.
This is also based on record ownership We share the records owned by the APAC Sales
Manager and their subordinates With the US Sales Manager
And we 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. Let's 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 is 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 see
how the layers of visibility and access work. A user's baseline permissions on each object
are determined by the profile. If you are using permission sets, these also set the
baseline permissions with the profile.
Access to records a user does not own are set first by the org-wide defaults.
If the 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.
And the record owner can also share individual records with other users by using the Share
button on the record.
To learn more about visibility and access, check out all the titles in this video series.
You can also search for these topics in Salesforce Help
And come join us on the trail at trailblazer dot salesforce dot com