how to use sharing rules in salesforce

How to use Salesforce criteria based sharing rules?

SharingRules

• Declarative Metadata File Suffix and Directory Location. In API version 33.0 and later, components are stored in the sharingRules folder and their file name matches the object name with the ...
• Version. ...
• Special Access Rules. ...
• Fields. ...
• SharingCriteriaRule. ...
• SharingGuestRule. ...
• SharingOwnerRule. ...
• SharingTerritoryRule. ...
• AccountSharingRules. ...
• CampaignSharingRules. ...

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How to do manual sharing in Salesforce?

Manual Sharing. In Salesforce Manual Sharing, records are shared individually with other users by using the share button on the record. Sometimes it is not possible to define a consistent group of users who need access to a particular record that is where manual sharing comes in. Salesforce Manual Sharing allows the users to share the record to users who would not have access to the record any ...

What is the use of sharing set in Salesforce community?

• Grant users access to all cases related to their account or contact record.
• Grant users access to all cases related to a parent account or contact that is identified on the user’s account or contact record. ...
• Account – Account sharing sets can control access to Contract, Entitlement, and OrderItem objects
• Asset
• Campaign
• Case
• Contact
• Custom Objects
• Individual

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What is the hierarchy of Salesforce?

Role hierarchy is a mechanism to control the data access to the records on a salesforce object based on the job role of a user. For example, a manager needs to have access to all the data pertaining to the employees who report to him, but the employees have no access to the data that is only owned by their manager.

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When using sharing rules what can records be shared with?

Records can be shared with public groups, roles, and roles & subordinates.

What are the types of sharing rules in Salesforce?

What are types of sharing rules in salesforce?Force.com Managed Sharing:- ... Record Ownership. ... Role Hierarchy. ... Sharing Rules. ... User Managed Sharing, also known as Manual Sharing. ... Apex Managed Sharing.

What is sharing rule and how can we create?

You can create sharing rules based on the record owner or other criteria, and sharing rules that grant record access to unauthenticated guest users. You can also create sharing rules based on group membership for the User object.

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

Manual sharing and sharing sets provide additional access beyond the organization-wide defaults and sharing rules. Some external users, such as high-volume Experience Cloud site users, don't have roles and can't be used in sharing rules.

What are the two types of 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.

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.

How sharing rules work in Salesforce What is the basic advantage of sharing rule?

The basic objective of sharing rules in Salesforce is to open up the horizontal access to data. We cannot restrict access to sharing rules. So, if you wanted to maintain restricted access then you need to add another security layer in this case.

What is difference between with sharing and without sharing in Salesforce?

The sharing setting of the class where a method is defined is applied, not of the class where the method is called from. For example, if a method is defined in a class declared as with sharing is called by a class declared as without sharing , the method executes with sharing rules enforced.

How do I create a manual sharing rule in Salesforce?

From Setup, in the Quick find box, enter Sharing Settings , then select Sharing Settings. Click Edit in the Organization-Wide Defaults area. Select the Manual User Record Sharing checkbox to display the Sharing button on user detail pages, which enables users to share their records with others.

What are sharing rules used for?

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.

When creating a sharing rule What must an administrator select?

For this sharing rule, select Based on record owner. 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.

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.

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.

Define Sharing rules in Salesforce?

Sharing Rules in Salesforce make automatic exceptions to your organization wide sharing settings for defined set of users.

Different Sharing Rule components in Salesforce

In Salesforce, there are three types of sharing rule components they are

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.

Sharing Rule Using an Account Role

Ursa Major’s partner users fall into two categories: distributors and resellers. Sometimes, the partner users belonging to different accounts need to see each other’s records. For example, partner managers in the Express Logistics and Transport account need read and write access to opportunities owned by all partner users in Edge Communications.

Criteria-Based Sharing Rule Using a Public Group

Let’s make things a bit more interesting (read: complicated and fun!). Ursa Major wants partner managers to be aware of any high-priority energy accounts. The company also wants the director of channel sales to be aware of these accounts.

How to secure Salesforce data?

To secure your Salesforce data and give your guest users access to what they need, consider all the use cases and implications of creating this type of sharing rule. Implement security controls that you think are appropriate for the sensitivity of your data.

What is a guest user sharing rule?

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. Warning. The guest user sharing rule type grants access to guest users without login credentials.

What is a criteria based sharing rule?

A criteria-based sharing rule determines with whom to share records based on field values. For example, you have a custom object for job applications, with a custom picklist field named “Department.” A criteria-based sharing rule could share all job applications in which the Department field is set to “IT” with all IT managers in your organization.

What is owner based sharing?

An owner-based sharing rule opens access to records owned by certain users. For example, a company’s sales managers need to see opportunities owned by sales managers in a different region. The U.S. sales manager could give the APAC sales manager access to the opportunities owned by the U.S. team using owner-based sharing.

Can you create a sharing rule for accounts?

You can create criteria-based sharing rules for accounts, assets, campaigns, cases, contacts, leads, opportunities, work orders, and custom objects. For the sharing criteria, record types and these field types are supported. Text and Text Area are case-sensitive.

Can you use Apex to create a criteria based sharing rule?

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. And you can’t test criteria-based sharing using Apex.

What is a guest user sharing rule?

By creating a guest user sharing rule, you're allowing immediate and unlimited access to all records matching the sharing rule's criteria to anyone. To secure your Salesforce data and give your guest users access to what they need, consider all the use cases and implications of creating this type of sharing rule.

Can you edit a sharing rule based on owner?

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.

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 is user sharing rules?

Represents the sharing rules for users. With user sharing rules, you can share members of a group with members of another group. It extends the SharingRules metadata type and inherits its fullName field. Only available in API version 32.0 and earlier.

What version of API is SharingRules?

SharingRules components are available in API version 24.0 and later, but these components are no longer available in API version 33.0 and later: AccountSharingRules, CampaignSharingRules, CaseSharingRules, ContactSharingRules, LeadSharingRules, OpportunitySharingRules, AccountTerritorySharingRules, CustomObjectSharingRules, UserSharingRules.