What Are Sharing Rules? How To Create Sharing Rules In Salesforce?

What are the Sharing Rules in Salesforce?

Well, it is a common question asked by users on how to get horizontal access to the records for users. For this purpose, you can take advantage of the one popular security component named as Salesforce Sharing Rules. Here, we will answer the popular questions frequently asked by users like why do you need Salesforce sharing rules, how to choose the right type of sharing rules in Salesforce, how to create or define the sharing rules in Salesforce?

How to Create Sharing Rules 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. It will open the membership page for reviewers that are new to the group.
• From the New public group, you can choose other groups, users, roles, subordinates etc.
• Assign the label reviewers to the rule.
• The name of the group will populate automatically as soon as you click over it. The name will be uniquely assigned by API packages themselves.
• Now from the drop-down Menu, choose Rules.
• From the member list, you can select the different roles and click on Add in the end.
• Now go back to the drop-down list and choose roles and subordinates together.
• From the available member list, click on the recruiting manager, then click on Add option.
• Once you have created a public group, it can be further used to define the sharing rules.

With the public group, creating sharing rules would be much easier and they can be understood quickly later. This is taken as the best practice for large organizations where data needs to be maintained for the long-time span. It is strongly recommended setting up a public group for sharing rules having more than one group, users, roles, etc.

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.

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In brief, the review object will inherit the settings that are applied to the job application object. As you know that both recruiters and hiring managers need access to job applications and reviews, so we need to define a public group here that is named as reviewers include both hiring managers and recruiters too.

How To Define Sharing Rules In Salesforce?

In Sharing rule in Salesforce tutorial. you should use the same group created earlier to define a sharing rule for review records. This is easy to define sharing rules for the public group, multiple roles, and subordinates, etc.

• By default, there is one public group that accommodates all users in your organization.
• From the Setup, go to the Quick Find Box and search the Sharing Settings Option.
• Now from the drop-down menu, choose Job Application.
• Now choose an object that could allow you to focus on organization-wide defaults as shown in the previous screenshot. Now check the sharing rule for an independent object only one at a time instead of looking at all of them together on a long page. You should be a little more careful when you are working with a large enterprise using plenty of custom objects. Now we can use this sharing rule to create permissions that are applicable to both job applications and review objects.
• Now go to the job application area and click on the NEW option to give a label to the sharing rule.
• The name for the sharing rule will populate automatically as soon as you click over it.
• To share the records, now first select the public group then you can choose the entire organization. Now make a list of users with whom you would like to share the details.
• Select the level of access and READ/Write permissions. In the end, click on the Save option to store all sharing settings.

Congratulations, we have just created and defined sharing rules in Salesforce successfully owned by your recruiters or hiring manager in a large organization. This is the best security component where the level of access is decided by the public group owner itself.

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Why Do You Need Sharing Rules Salesforce?

This is clear from the discussion made till now that sharing rules are security components and they are necessary to define the level of access to data whenever the role hierarchy grants vertical access to the data. Still, most of the time Companies have to face a situation where they have to restrict information access based on roles.

Take an example, where marketing managers are interested in taking an idea of all closed-won opportunities but this information is available to sales managers only by default. So, you can extend this access to marketing specialists with the help of sharing rules in Salesforce.

How To Choose The Right Type Of Sharing Rules In Salesforce?

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.

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.

Read: An Ultimate Guide to Salesforce Controllers

Endnote

Deciding on the data set that can be seen by each user or a particular group within an organization is the key decision that affects the overall security of your organization. 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.

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