Salesforce is a powerful and versatile CRM platform that offers a comprehensive data security model to control how data is shared within an organization. One of the critical components of this security model is Sharing Rules. Sharing Rules allow you to extend access to records beyond what is granted by the organization’s baseline security settings, such as Organization-Wide Defaults (OWD) and Role Hierarchies.
In this comprehensive guide, we will explore the different types of Sharing Rules in Salesforce, how they work, when to use them, and best practices for their implementation. We’ll also address frequently asked questions (FAQs) to help you better understand how to leverage Sharing Rules to enhance data access while maintaining security.
What Are Sharing Rules in Salesforce?
Sharing Rules are a feature in Salesforce that allow you to automatically extend access to records beyond what is defined by the Organization-Wide Defaults (OWD). While OWDs set the baseline level of access for records across your Salesforce org, Sharing Rules are used to create exceptions to these rules, granting additional access to specific users or groups of users.
Sharing Rules are particularly useful in scenarios where certain users need broader access to records than what OWD allows, without having to modify the role hierarchy or manually share individual records. These rules can grant access based on criteria like record ownership or field values, and they can be applied to both standard and custom objects.
Types of Sharing Rules in Salesforce
Salesforce offers several types of Sharing Rules that cater to different data-sharing needs. These rules can be broadly classified into two categories: Owner-Based Sharing Rules and Criteria-Based Sharing Rules. Let’s explore each type in detail.
1. Owner-Based Sharing Rules
Owner-Based Sharing Rules grant access to records based on who owns the records. This type of sharing rule is particularly useful when you need to share records owned by users in a specific role, group, or territory with other users or groups.
Key Characteristics:
- Record Ownership: The rule applies to records owned by users in a specified role, group, or territory.
- Flexible Sharing: You can share records with other roles, groups, or territories, expanding access beyond the default permissions.
- Read/Write or Read-Only: The access level can be set to either Read/Write or Read-Only.
Example:
Imagine an organization with a sales team divided into regions. The OWD for the Opportunity object is set to Private, meaning only the record owner and users above them in the role hierarchy can see the records. However, the organization wants to allow the “East Coast Sales Team” to view and edit opportunities owned by the “West Coast Sales Team”. An Owner-Based Sharing Rule can be created to grant Read/Write access to opportunities owned by the West Coast Sales Team to the East Coast Sales Team.
2. Criteria-Based Sharing Rules
Criteria-Based Sharing Rules allow you to share records based on specific criteria or conditions defined by field values. This type of sharing rule is useful when you need to grant access to records that meet particular criteria, regardless of who owns them.
Key Characteristics:
- Field Values: The rule applies to records that meet specific criteria based on field values.
- Granular Control: You can create rules that target specific scenarios, offering precise control over data sharing.
- Read/Write or Read-Only: Just like Owner-Based Sharing Rules, the access level can be set to either Read/Write or Read-Only.
Example:
Consider a scenario where a non-profit organization tracks donations in Salesforce. The OWD for the Donation object is set to Private to ensure that donor information is kept confidential. However, the organization wants to allow users in the “Finance Team” role to view all large donations (e.g., donations greater than $10,000). A Criteria-Based Sharing Rule can be created to grant Read-Only access to Donation records where the “Amount” field is greater than $10,000.
3. Territory-Based Sharing Rules
Territory-Based Sharing Rules are used in organizations that employ the Salesforce Territory Management feature. These rules allow for the sharing of records based on the territory hierarchy rather than the role hierarchy.
Key Characteristics:
- Territory Hierarchy: Sharing is based on the territory hierarchy instead of roles.
- Automated Access: Automatically grants access to records within the same territory or across territories.
- Flexible Configuration: Allows for Read/Write or Read-Only access levels.
Example:
A global sales organization may use Territory-Based Sharing Rules to ensure that sales representatives in the same territory can access each other’s accounts and opportunities. For example, if an account belongs to the “EMEA” territory, a sharing rule could be created to ensure that all sales reps assigned to the “EMEA” territory have Read/Write access to the accounts within that territory.
4. Apex Managed Sharing
Apex Managed Sharing is a more advanced method of sharing records, where custom sharing logic is implemented using Apex code. This type of sharing is useful in scenarios where the standard Sharing Rules do not provide the required level of flexibility or complexity.
Key Characteristics:
- Custom Logic: Sharing is determined by Apex code, providing maximum flexibility.
- Dynamic Sharing: Allows for dynamic and complex sharing logic that can change based on various factors.
- Developer-Driven: Requires knowledge of Apex programming to implement and maintain.
Example:
Suppose an organization wants to share records based on complex criteria that involve multiple objects and fields, such as sharing a record with users who have a certain combination of skills, experience, and availability. In this case, an Apex Managed Sharing solution could be developed to evaluate these criteria and share records with the appropriate users dynamically.
Implementing Sharing Rules in Salesforce
Implementing Sharing Rules in Salesforce is a straightforward process that can be done through the Salesforce Setup menu. Here’s a step-by-step guide on how to create both Owner-Based and Criteria-Based Sharing Rules:
Step 1: Define the Organization-Wide Defaults (OWD)
Before creating Sharing Rules, you need to ensure that the OWD for the relevant objects are set to a restrictive level, such as Private or Public Read Only. Sharing Rules only apply to records that users do not already have access to based on OWD.
- Navigate to Setup: Log in to Salesforce and go to the Setup menu.
- Search for Sharing Settings: In the Quick Find box, type “Sharing Settings” and click on it.
- Set OWD: Configure the OWD for the objects you plan to create Sharing Rules for, setting them to Private or Public Read Only as needed.
Step 2: Create an Owner-Based Sharing Rule
- Go to Sharing Settings: In the Sharing Settings page, scroll down to the section for the object you want to create the rule for (e.g., Account, Opportunity).
- Click on New: Under Sharing Rules, click the “New” button.
- Name the Rule: Enter a name for the rule that clearly describes its purpose.
- Select Rule Type: Choose “Based on record owner” as the rule type.
- Specify the Criteria: Select the roles, public groups, or territories that own the records you want to share.
- Specify the Users: Choose the roles, groups, or territories you want to share the records with.
- Set Access Level: Choose the level of access (Read/Write or Read Only).
- Save the Rule: Click “Save” to create the Sharing Rule.
Step 3: Create a Criteria-Based Sharing Rule
- Go to Sharing Settings: In the Sharing Settings page, scroll down to the section for the object you want to create the rule for.
- Click on New: Under Sharing Rules, click the “New” button.
- Name the Rule: Enter a name for the rule that clearly describes its purpose.
- Select Rule Type: Choose “Based on criteria” as the rule type.
- Define the Criteria: Select the fields and define the criteria that records must meet to be shared. For example, “Amount > 10,000”.
- Specify the Users: Choose the roles, groups, or territories you want to share the records with.
- Set Access Level: Choose the level of access (Read/Write or Read Only).
- Save the Rule: Click “Save” to create the Sharing Rule.
Step 4: Test and Validate
After creating Sharing Rules, it’s essential to test them to ensure they work as expected. Log in as a user who should benefit from the new Sharing Rules and verify that they have the correct level of access to the records.
Best Practices for Using Sharing Rules
1. Minimize the Number of Sharing Rules
While Sharing Rules are powerful, using too many of them can complicate your data access model and impact performance. Only create Sharing Rules when necessary, and explore other sharing mechanisms, like Role Hierarchies or Manual Sharing, before resorting to Sharing Rules.
2. Clearly Name and Document Sharing Rules
Give your Sharing Rules descriptive names that clearly indicate their purpose. This makes it easier to manage them as your Salesforce org grows. Additionally, document each rule’s purpose, criteria, and affected users to help with troubleshooting and onboarding new admins.
3. Regularly Review and Audit Sharing Rules
As your organization evolves, the data-sharing needs may change. Periodically review your Sharing Rules to ensure they still align with your business requirements. Remove any rules that are no longer necessary to keep your data access model clean and efficient.
4. Test Changes in a Sandbox Environment
Before deploying new Sharing Rules or modifying existing ones in your production environment, test the changes in a Salesforce Sandbox. This helps prevent any unexpected issues that could disrupt business operations.
5. Use Public Groups for Flexibility
When creating Sharing Rules, consider using Public Groups instead of individual roles or users. Public Groups offer more flexibility, as you can easily add or remove users from the group without needing to update the Sharing Rule itself.
FAQs About Sharing Rules in Salesforce
Q1: Can Sharing Rules reduce access to records?
A1: No, Sharing Rules cannot reduce access to records. They can only expand access by granting additional Read/Write or Read-Only permissions to users who meet the criteria defined in the rule. To restrict access, you would need to adjust Organization-Wide Defaults (OWD) or Role Hierarchies.
Q2: Do Sharing Rules apply to records owned by inactive users?
A2: Yes, Sharing Rules still apply to records owned by inactive users. If the record meets the criteria of the Sharing Rule, it will be shared according to the rule’s configuration, regardless of the owner’s status.
Q3: How do Sharing Rules interact with Role Hierarchies?
A3: Role Hierarchies automatically grant access to records owned by users in roles below you in the hierarchy. Sharing Rules add additional layers of access, allowing records to be shared across different roles, groups, or territories that are not directly related in the Role Hierarchy.
Q4: Can I create Sharing Rules for standard objects in Salesforce?
A4: Yes, you can create Sharing Rules for both standard and custom objects in Salesforce. Standard objects like Accounts, Contacts, Opportunities, and Cases are commonly configured with Sharing Rules to meet specific business requirements.
Q5: What happens if a record meets the criteria for multiple Sharing Rules?
A5: If a record meets the criteria for multiple Sharing Rules, the highest level of access specified by those rules will apply. Salesforce always applies the most permissive access level granted by any applicable Sharing Rule.
Q6: How do I delete a Sharing Rule?
A6: To delete a Sharing Rule, navigate to the Sharing Settings page in Salesforce Setup, find the rule you want to delete, and click the “Del” link next to it. Be cautious when deleting Sharing Rules, as this action will remove any additional access the rule provided.
Q7: Are Sharing Rules applied in real-time?
A7: Yes, Sharing Rules are generally applied in real-time. However, when making bulk changes to records or users, Salesforce may process the updates asynchronously. It’s essential to verify that the rules are functioning as expected after making significant changes.
Q8: Can I create Sharing Rules based on formula fields?
A8: No, Sharing Rules cannot directly reference formula fields in their criteria. However, you can create a custom field that uses a workflow or process builder to update based on the formula field’s result, and then use that custom field in your Sharing Rule.
Q9: What is the difference between Sharing Rules and Manual Sharing?
A9: Sharing Rules automate the process of granting access to records based on ownership or criteria, while Manual Sharing allows users to manually share individual records with other users or groups. Sharing Rules are typically used for broader access control, whereas Manual Sharing is for specific cases.
Q10: How do I troubleshoot issues with Sharing Rules?
A10: If you’re experiencing issues with Sharing Rules, start by reviewing the rule’s criteria and the records that should be affected. Ensure that the Organization-Wide Defaults and Role Hierarchies are set up correctly and that the users in question belong to the appropriate roles or groups. Testing in a Sandbox environment can also help identify the root cause of the issue.
Conclusion
Sharing Rules in Salesforce are a vital tool for managing data access and ensuring that the right users have the appropriate level of access to records. By understanding the different types of Sharing Rules—Owner-Based, Criteria-Based, Territory-Based, and Apex Managed Sharing—you can tailor your Salesforce security model to meet the unique needs of your organization.
When implementing Sharing Rules, it’s essential to follow best practices, such as minimizing the number of rules, clearly documenting them, and regularly reviewing their effectiveness. By doing so, you’ll maintain a secure, efficient, and scalable data access model that supports your organization’s growth and operational needs.
