how to create criteria based sharing rule in salesforce

• In Setup, use the Quick Find box to find Sharing Settings. This is the same page used to define org-wide defaults.
• In the Manage sharing settings for drop-down list, choose the object for which to create the sharing rule. ...
• In the Sharing Rules area, click New and give your rule a label. The Rule Name text box populates automatically when you click it.
• For the rule type, you can choose whether the sharing rule is based on the owner or based on criteria that records must match to be included. ...
• For Select which records to be shared, select a category from the first dropdown list, and a set of users from the second dropdown list or lookup field.
For Select users to share with, specify the users who get access to the data.
Select a sharing access setting.
Click Save.

How to create a sharing rule in Salesforce?

Before you start creating sharing rules in Salesforce, this is important to understand the concept of the public group first. This group is a collection of subgroups, users, individual roles, their subordinates sharing the function in common. Go to the Setup and access the Quick Find box to search the public groups. Now click on the NEW option.

Does Salesforce support criteria-based sharing?

Thankfully since the genesis of sharing rules, Salesforce has introduced criteria-based sharing settings to alleviate the issue!

What is a criteria-based sharing rule?

A criteria-based sharing rule determines with whom to share records based on field values. Available in: both Salesforce Classic (not available in all orgs) and Lightning Experience Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions

How do I create a drop-down list sharing rule in Salesforce?

In Setup, use the Quick Find box to find Sharing Settings. This is the same page used to define org-wide defaults. In the Manage sharing settings for drop-down list, choose the object for which to create the sharing rule.

Can we set criteria in sharing rules?

A criteria-based sharing rule is based on record values and not the record owners. However, a role or territory hierarchy still allows users higher in the hierarchy to access the records. You can't use Apex to create a criteria-based sharing rule.

How many criteria-based sharing rules can you create per object in Salesforce?

50 criteriaNote You can define up to 300 total sharing rules for each object, including up to 50 criteria-based or guest user sharing rules, if available for the object. You can create these types of sharing rules.

What are types of sharing rules in Salesforce which two methods can be used to share records using sharing rules?

There are basically two types of sharing rules in Salesforce based on which records should be shared:Owner-based Sharing Rules.Criteria-based Sharing Rules.

How do I define a shared rule in Salesforce?

Define a Sharing RuleFrom Setup, in the Quick Find box, enter Sharing Settings, and then select Sharing Settings. ... In the Manage sharing settings for drop-down list, choose the object for which to create the sharing rule. ... In the Sharing Rules area, click New and give your rule a label.More items...

Can you create sharing rules for detail object?

Yes you cant create sharing rule on detail side of the object. Child objects don't have a share-record of their own and will be shared along with the master record. In case of Lookup: Child objects can have their own sharing access level and ownership.

Can you add sharing rules to change set?

1) In a change set-enabled org, create a number ( >10) of criteria or owner based sharing rules and create a new outbound change set. 2) Click the "Add" button to add components to the outbound change set.

What is the difference between sharing rules and manual sharing in Salesforce?

Sharing rules are created and managed by admins. Example: all Opportunities above $10M should be shared to everyone in the C-suite, regardless of actual role hierarchy. Manual sharing is a permission to access one specific record of any object.

How do you create a rule for sharing?

Create Sharing RulesFrom Setup, enter Sharing Settings in the Quick Find box, and select Sharing Settings.In the Manage sharing settings for: picklist, select Opportunities.Under Opportunity Sharing Rules, click New and complete the details. Field. Label. Label. ... Click Save, and then click OK on the confirmation message.

What is the difference between sharing rules and role hierarchies?

Sharing rules act as a bypass of org-wide defaults and the role hierarchy. They offer ways to share records when certain users, roles, territories, or public groups still need access to records despite the org-wide defaults and role hierarchy configuration.

What are the different types of sharing rules?

What are the different types of Sharing Rules in Salesforce and explain them?Account Sharing.Case Sharing.Contact Sharing.Custom Object Sharing.Lead Sharing.Opportunity Sharing.Salesforce Sharing Rules.

What is OWD and sharing rules in Salesforce?

OWD sets the restrictions, and additional mechanisms open up access. To provide this access, Salesforce provides a component known as Sharing Rules. With sharing rules, one can share records with users who don't have access to the records. Sharing rules allocate access to users in public groups, roles, or territories.

What are sharing rules name What are the types of sharing rules?

Use sharing rules to extend sharing access to users in public groups, roles, or territories. Sharing rules give particular users greater access by making automatic exceptions to your org-wide sharing settings.

Why use sharing rules?

Use sharing rules to extend sharing access to users in public groups, roles, or territories. Sharing rules give particular users greater access by making automatic exceptions to your org-wide sharing settings.

How many rules can you define for sharing?

You can define up to 300 total sharing rules for each object, including up to 50 criteria-based or guest user sharing rules, if available for the object. You can create these types of sharing rules. Your org could have other objects that are available for sharing rules. Type. Based On.

What is a guest user sharing rule?

A criteria-based sharing rule determines with whom to share records based on field values. A guest user sharing rule is a special type of criteria-based sharing rule and the only way to grant record access to unauthenticated guest users. Guest user sharing rules can only grant Read Only access.

Can you use Apex to share custom objects?

Developers can use Apex to programmatically share custom objects based on record owners but not other criteria. Sharing Rule Types. You can base a sharing rule on record ownership or other criteria. Create Owner-Based Sharing Rules. An owner-based sharing rule opens access to records owned by certain users.

Can you grant access to a record using a sharing rule?

It simply allows greater access for particular users. You can base a sharing rule on record ownership or other criteria.

Can you edit a sharing rule?

For a sharing rule based on owner or group membership, you can edit only the sharing access settings. For a sharing rule based on other criteria, you can edit the criteria and sharing access settings. Sharing Rule Considerations. Review the following notes before using sharing rules. Recalculate Sharing Rules.

Follow Along with Trail Together

Want to follow along with an instructor as you work through this step? Take a look at this video, part of the Trail Together series on Trailhead Live.

Create Sharing Rules

At present, recruiting information is visible only to its owners and users above them in the role hierarchy. Create sharing rules for other users who also require access to recruiting information.

Create Sharing Rules for Recruiting Read Users

For confidentiality reasons, Applicant, Interviewer, and Position records have been made Private. But members of the recruitment team need to collaborate on each other’s records, and VPs need Read access to all open Positions.

Verify Step

You’ll be completing this project in your own hands-on org. Click Launch to get started, or click the name of your org to choose a different one.

What are the two types of sharing rules in Salesforce?

In Salesforce, there are two types of sharing rules Salesforce, first record ownership-based sharing rules, and the second category is criteria-based sharing rules. Based on the Company requirements, the administrator will decide which type of sharing rule suits your needs the most.

Why do we need to create a robust security model by using sharing rules in Salesforce?

This is the reason we need to create a robust security model by using sharing rules in Salesforce that could allow the horizontal access to data whenever needed. It will restrict data from stolen and offer limited access so that information is not misused by other users. This is the reason why Companies should know how to best use the security components in Salesforce like Sharing rules and more.

What are the two objects that need a public group in Salesforce?

When you go deep, you will understand that there are two popular objects that need the public group for sharing rules. These Salesforce objects are job applications and the Review object. The best part is that both objects can be covered under a single group on the detailed side of the master-slave relationship.

Why is sharing rules important?

Sharing rules work best when they're defined for a particular group of users that you can determine or predict in advance, rather than a set of users that frequently changes. For example, in the Recruiting app, it’s important to share every position, candidate, job application, and review with every recruiter.

Why use a public group when defining a sharing rule?

Using a public group when defining a sharing rule makes the rule easier to create and, more important, easier to understand later, especially if it's one of many sharing rules that you're trying to maintain in a large organization.

What is org-wide sharing?

Your org-wide default sharing settings give you a (relatively restrictive) baseline level of access for each object. If you have org-wide sharing defaults of Public Read Only or Private, you can open access back up for some users with sharing rules. This enables you to make automatic exceptions to your org-wide sharing settings for selected sets of users.

Can a role hierarchy be stricter than org-wide?

As with role hierarchies, sharing rules can never be stricter than your org-wide default settings. They just allow greater access for particular users. Each sharing rule has three components.

Do hiring managers need to read and update?

Hiring managers need read and update access on every job application and review record. Yes. Since we're not restricting which job applications and reviews a hiring manager gets to read and update, we can easily pick out all of the hiring managers from our role hierarchy and define a sharing rule for them.