Difference between sharing rules and OWD in Salesforce-Salesforce is a robust Customer Relationship Management (CRM) platform that allows businesses to manage customer data, automate processes, and collaborate effectively. A key feature of Salesforce is its flexible data security model, which ensures that sensitive information is protected while allowing necessary access to users who need it.
Two of the most important components of Salesforce’s security model are Organization-Wide Defaults (OWD) and Sharing Rules. Understanding the differences between these two features is crucial for administrators who need to design and manage data access in Salesforce effectively. In this comprehensive blog post, we will explore the differences between Sharing Rules and OWD, their use cases, and how they work together to secure data in Salesforce.
What Are Organization-Wide Defaults (OWD)?
Organization-Wide Defaults (OWD) are the baseline security settings in Salesforce that determine the default access level users have to records they do not own. OWDs define the most restrictive access settings that apply across your Salesforce organization. They are set on a per-object basis, meaning that you can have different default sharing settings for different objects like Accounts, Contacts, Opportunities, and Custom Objects.
Key Characteristics of OWD:
- Baseline Security: OWD establishes the minimum level of access users have to records. For example, you can configure OWD to make all records of an object either public or private.
- Per-Object Settings: OWD settings are defined individually for each object in Salesforce. You can configure different access levels for each object, such as Public Read/Write, Public Read Only, Private, or Controlled by Parent.
- Types of Access:
- Private: Only record owners and users above them in the role hierarchy can view and edit the record.
- Public Read Only: All users can view but not edit records they do not own.
- Public Read/Write: All users can view and edit records they do not own.
- Controlled by Parent: The access to a child record is determined by the access to its parent record.
- Global Default: OWD applies globally across the organization and acts as the default setting for all records within an object. Any exceptions or additional access must be managed through Sharing Rules, Role Hierarchy, or Manual Sharing.
Example of OWD:
Imagine an organization where account information is sensitive and should only be visible to those who own the account or are in a managerial role. In this case, the OWD for the Account object might be set to Private, ensuring that users can only see the accounts they own or manage.
What Are Sharing Rules in Salesforce?
Sharing Rules are additional security settings that allow you to expand access to records beyond what is defined by OWD. They are used to grant specific users or groups of users access to records based on criteria such as role, public groups, territories, or record ownership.
Sharing Rules come into play when OWD is set to more restrictive settings like Private or Public Read Only and you need to grant additional access to specific users or groups.
Key Characteristics of Sharing Rules:
- Expanded Access: Sharing Rules are designed to grant additional access beyond the baseline defined by OWD. They can never reduce the level of access but can only increase it.
- Criteria-Based or Owner-Based: Sharing Rules can be defined based on specific criteria (such as records where the country is “USA”) or based on ownership (such as records owned by users in a particular role).
- User or Group-Based Sharing: Sharing Rules can be applied to roles, role and subordinates, public groups, or territories, giving you granular control over who has access to certain records.
- Types of Sharing:
- Read Only: Grants read access to the specified records.
- Read/Write: Grants both read and edit access to the specified records.
- Scoped Application: Unlike OWD, which applies globally, Sharing Rules are applied to specific records that meet the criteria you define.
Example of Sharing Rules:
Consider a scenario where an organization’s sales team is divided into regional groups, but each group needs to collaborate on certain accounts. The OWD for Accounts is set to Private to keep records confidential within each group. However, Sharing Rules can be configured to grant read/write access to accounts owned by users in a specific role, such as “Sales Manager”, to the public group “East Coast Sales Team”.
Difference Between Sharing Rules and OWD In Salesforce
While both Sharing Rules and OWD play crucial roles in Salesforce’s security model, they serve different purposes and function differently. Here’s a comparison of the key differences between Sharing Rules and OWD:
| Feature | Organization-Wide Defaults (OWD) | Sharing Rules |
|---|---|---|
| Purpose | Establishes the baseline level of access across the org | Expands access beyond what is set by OWD |
| Access Level | Sets minimum access (Private, Public Read Only, Public Read/Write) | Grants additional access (Read Only, Read/Write) |
| Scope | Applies globally across the entire organization | Applies to specific records based on criteria or ownership |
| Configuration | Set at the object level | Set at the record level based on criteria or ownership |
| Flexibility | Less flexible, more rigid | More flexible, allows for granular control |
| Role in Security Model | Provides the foundation for data security | Enhances data access where necessary |
| Impact on Data Visibility | Limits data visibility | Increases data visibility |
In-Depth Differences
- Purpose and Scope:
- OWD is the foundation of your security model, dictating the default level of access for each object. It applies uniformly across your Salesforce org.
- Sharing Rules come into play when you need exceptions to the OWD settings, allowing you to provide additional access to certain users or groups.
- Flexibility:
- OWD is relatively rigid. Once you set the OWD for an object, it applies universally unless overridden by Sharing Rules, Role Hierarchy, or Manual Sharing.
- Sharing Rules offer greater flexibility, allowing you to define access based on specific needs and criteria, providing a more granular level of control.
- Configuration and Maintenance:
- OWD is typically configured once during the initial setup of Salesforce and rarely changes. Adjusting OWD settings can have wide-ranging implications, so they are usually set conservatively.
- Sharing Rules can be added, modified, or deleted as business requirements change, allowing for dynamic adjustments to data visibility.
- Impact on Data Visibility:
- OWD controls the baseline visibility, ensuring that only users with a legitimate need can access certain records.
- Sharing Rules can only increase data visibility beyond what OWD allows. They do not reduce access and are used to open up records to additional users.
When to Use OWD vs. Sharing Rules
- Use OWD when you need to set the default visibility and access levels for records across your organization. This is your first step in securing data and should be set based on the most restrictive access necessary for each object.
- Use Sharing Rules when you need to make exceptions to the OWD settings. For instance, if OWD is set to Private to ensure confidentiality, but certain users or groups need broader access to specific records, Sharing Rules can be configured to grant this additional access.
Common Use Cases
Use Case 1: Private OWD with Sharing Rules for Collaboration
An organization has set OWD for the Case object to Private because customer issues are sensitive and should only be visible to the support agent assigned to the case. However, certain cases require collaboration with the sales team. In this scenario, Sharing Rules can be created to grant read-only access to cases owned by support agents to the sales team’s public group.
Use Case 2: Public Read Only OWD with Sharing Rules for Selective Editing
In a non-profit organization, the OWD for the Donation object is set to Public Read Only, allowing all users to view donations. However, only members of the Finance team should be able to edit donation records. A Sharing Rule is created to grant read/write access to the Donation object for the Finance team’s role.
Use Case 3: Controlled by Parent OWD with Sharing Rules for Specific Access
An organization that tracks projects and tasks has set the Task object to be controlled by the parent Project object. The OWD for Project is Private. However, certain tasks need to be visible to contractors who are not part of the core team. A Sharing Rule is implemented to grant the Contractor role read-only access to tasks related to specific projects.
Best Practices for Implementing OWD and Sharing Rules
1. Start with the Most Restrictive OWD
When configuring OWD, start with the most restrictive setting (usually Private) for each object. This ensures that access is limited by default, and you can then selectively open up access using Sharing Rules, Role Hierarchies, or Manual Sharing.
2. Use Sharing Rules Sparingly
While Sharing Rules provide flexibility, they should be used judiciously. Overusing Sharing Rules can complicate your data access model and make it difficult to manage. Always evaluate if a Role Hierarchy or existing permissions can achieve the desired result before creating new Sharing Rules.
3. Leverage Role Hierarchies
Role Hierarchies can often provide the necessary data access without the need for complex Sharing Rules. Since records are automatically shared with users higher up in the role hierarchy, carefully planning your role hierarchy can reduce the need for additional sharing configurations.
4. Regularly Review and Audit Sharing Settings
Periodically review your OWD and Sharing Rules to ensure they still align with your organization’s security policies and business needs. As your organization evolves, so too will your data access requirements, necessitating adjustments to your sharing model.
5. Document Your Security Model
Maintain clear documentation of your OWD settings, Sharing Rules, Role Hierarchies, and any Manual Sharing configurations. This documentation will be invaluable for troubleshooting, training new admins, and ensuring consistent security practices.
6. Test Changes in a Sandbox
Always test changes to OWD and Sharing Rules in a Salesforce Sandbox before applying them in your production environment. This allows you to identify any potential issues or unintended consequences in a controlled setting.
FAQs About Sharing Rules and OWD in Salesforce
Q1: Can Sharing Rules override OWD?
A1: Sharing Rules cannot override OWD to reduce access. They can only increase access beyond what is defined by OWD. For example, if OWD is set to Private, Sharing Rules can grant additional read or read/write access to specific users or groups.
Q2: What happens if I change the OWD settings for an object?
A2: Changing the OWD settings can significantly impact data visibility across your organization. If you make OWD more restrictive (e.g., changing from Public Read/Write to Private), some users may lose access to records they previously could view or edit. Conversely, making OWD less restrictive increases access to all users. Always test changes in a sandbox and review existing Sharing Rules before making adjustments.
Q3: Can I use Sharing Rules with standard objects?
A3: Yes, Sharing Rules can be applied to both standard and custom objects in Salesforce. Standard objects like Accounts, Contacts, Opportunities, and Cases can all be configured with Sharing Rules to grant additional access as needed.
Q4: How do Role Hierarchies interact with OWD and Sharing Rules?
A4: Role Hierarchies provide additional access to users higher up in the hierarchy, based on the records owned by users below them. This access is granted automatically, and it complements OWD and Sharing Rules. If a record is shared via OWD or a Sharing Rule, users higher up in the role hierarchy can access it according to the permissions granted by these settings.
Q5: Can I create multiple Sharing Rules for the same object?
A5: Yes, you can create multiple Sharing Rules for the same object to meet different business requirements. Each Sharing Rule can be based on different criteria or ownership, allowing you to finely tune data access.
Q6: Are Sharing Rules applied in real-time?
A6: Sharing Rules are generally applied in real-time, meaning that as soon as a record meets the criteria defined in a Sharing Rule, the specified access is granted. However, if you make bulk updates to records that affect many Sharing Rules, Salesforce might process these changes asynchronously.
Q7: What is the impact of setting OWD to Public Read/Write?
A7: Setting OWD to Public Read/Write makes all records of the object visible and editable by all users in the organization. This is the least restrictive setting and is typically only used for objects where data sensitivity is not a concern. It significantly reduces the need for Sharing Rules but should be used cautiously to avoid excessive data access.
Q8: How do Sharing Rules affect record ownership?
A8: Sharing Rules do not change record ownership; they simply grant additional access to records owned by others. The original owner of the record retains full control, but other users can be given read or edit access based on the Sharing Rules.
Q9: Can Sharing Rules grant access to records that do not meet the criteria?
A9: No, Sharing Rules only grant access to records that meet the specific criteria defined in the rule. Records that do not match the criteria are not affected by the rule and will follow the access levels set by OWD, Role Hierarchy, or other sharing mechanisms.
Q10: How do I troubleshoot issues with Sharing Rules or OWD?
A10: If you encounter issues with Sharing Rules or OWD, start by reviewing the current settings in Salesforce Setup. Check the sharing settings for the object in question, review the Role Hierarchy, and examine any Sharing Rules that apply. You can use the Salesforce “Sharing Settings” page and the “View All Users” permission to see how sharing is applied across the organization. Testing changes in a sandbox environment can also help identify the root cause of any issues.
Conclusion
Understanding the difference between Organization-Wide Defaults (OWD) and Sharing Rules is essential for managing data access in Salesforce effectively. OWD sets the baseline for data visibility across your organization, while Sharing Rules allow you to grant additional access where necessary.
By carefully configuring these settings, you can ensure that sensitive information remains protected while enabling collaboration and data sharing among users who need it. Remember to follow best practices, regularly review your sharing model, and test changes in a sandbox environment to maintain a secure and efficient Salesforce implementation.
