Welcome to Who Sees Who part of the video series on data visibility and access in Salesforce!
As your company becomes more social, you need more control over the visibility users have
to each other within the organization and the visibility internal users have with external
users.
User sharing lets you control who sees who: You can hide all user records by setting the
organization-wide default for the user object to Private.
You can then open visibility back up to specific groups and users via sharing rules
For more granular control, use manual sharing to share a user record with a single other
user, or an entire community <> For more on Org-wide defaults, watch Org-Wide
Default Sharing Settings by clicking on this link.
As a social company with different types of external users you may need to manage the
visibility of your portals or communities differently from the default setting.
User Visibility Settings allow you override the org-wide default for user records specifically
for external users in your portal or community.
There are instances when one or more of your users will need access to all other user records.
For example, roles in Human Resources or Finance often need access to all user records.
The View All Users profile permission overrides the org-wide default, and all sharing settings
for the user object only.
Its important to note that the visibility granted by the role hierarchy remains unchanged.
For more on the role hierarchy, watch "Record Access via the Role Hierarchy" by clicking
on this link.
Lets see how this works with AW Computing.
AW is setting up a community of partners with the following requirements:
They don't want these users to see internal employees,
Some groups of employees need to collaborate with each other and
Certain employees should be able to collaborate with the partners."
We'll set the org wide default to private, so users only have access to their own user
records.
We'll set up a sharing rule so sales and marketing users can see and collaborate with each other.
Then we'll use manual sharing, to enable the sales director to collaborate with all partners.
Lets see how this work in the app!
We're logged in as Amy Smith, the admin at AW Computing.
Our first task is to change the org wide default for the User object to Private
This external Access column sets the default for all of your external users, from portals,
to communities to guest users.
This section here lets you override the default specifically for your community or portal
users.
We'll change this so that our partner community users can't see each other.
We'll click Save Now lets see what this looks like from the
perspective of our Sales Director, Kathy Cooper.
On the People tab, we can see all the users to whom Kathy has Read access.
As expected, she can see users under her in the role hierarchy, but she can't see anyone
in Marketing or Operations.
We'll log back in as Amy the admin, and create a sharing rule between Sales and Marketing
Under Sharing Settings in the User Sharing Rules section, we'll create a new rule
Enter the label and rule name.
Make sure the "Based on group membership" option is selected.
This type of sharing rule shares members of a group to members of another group.
Select "All Marketing" for the "Users who are members of Public Groups" option.
Select "All Sales" for the "Share with Public Groups" option.
Leave the User Access level to Read Only and click Save.
Repeat this step to share members of the Sales group to members of the Marketing group.
Lets see how this has changed who Kathy can see.
We're logged back in as Kathy.
The People tab now displays the marketing users to whom Kathy just gained access.
Kathy is still unable to view the profile of users to whom she doesn't have access,
like Alan from operations.
She won't be able to @mention Alan or any other users to whom she doesn't have access.
But she can do so if they were in a Chatter Group together or if they were in the same
conversation (brought in by someone else's @mention).
Now that we've set up our internal users with the proper visibility, let's set up manual
sharing so Kathy can collaborate with external users in the partner community.
On the People tab in the partner community, Kathy can see those below her in the role
hierarchy, and any partner records they own.
However, since we disabled the User visibility settings earlier, the partners cannot see
Kathy, or any other users.
We'll log in as Amy the admin and create a manual share so partners can collaborate with
Kathy in the Community.
We'll go to Kathy's user record, and click Sharing.
Click Add.
Select All Partner Users to enable all partners to collaborate with Kathy.
Make sure that they have Read Only access and click Save.
Great!
Now let's check in on one of our partners just to make sure he can see Kathy.
We'll log in as as Jack Allen one of our partners.
We see that he can now collaborate with Kathy in the Community because of the manual share
we just created.
Great job!
User Sharing give you flexibility and control over who sees who for your internal and external
users.
For more information on User Sharing, search for these topics in the Salesforce help or
watch these videos by clicking on the links provided.
Thanks for using Salesforce!