Sharing Settings in Salesforce | The Ultimate Guide
Salesforce is a powerful Customer Relationship Management (CRM) platform that offers a wide range of features and functionalities to its users. One of the most important aspects of using Salesforce is controlling access to your data. Sharing settings in Salesforce allows you to define who can access your data and what level of access they have. In this blog post, we will explore the different types of sharing settings in Salesforce and how they can be configured.
Before we dive into the details of sharing settings, it is important to understand the concept of "record-level security" in Salesforce. Record-level security determines who can view, edit, and delete records in your Salesforce org. In Salesforce, you can set up record-level security at the object level, meaning you can control access to all records of a specific object (e.g. Accounts, Contacts, Leads), or at the record level, meaning you can control access to individual records.
Don't forget to check out: Manual & Apex Managed Sharing in Salesforce
Now, let's take a closer look at the different types of sharing settings in Salesforce:
- Organization-Wide Defaults (OWD): This is the highest level of sharing settings in Salesforce. OWD determines the default level of access for all records in your org. You can set OWD to one of the following levels: Public Read/Write, Public Read Only, Private, or Controlled by Parent. Public Read/Write means that all users can view and edit all records of an object. Public Read Only means that all users can view all records of an object but cannot edit them. Private means that users can only view and edit records that they own or have been granted access to. Controlled by Parent means that access to child records (e.g. Contacts) is determined by the parent record (e.g. Account) that they are associated with.
- Role Hierarchy: Role Hierarchy is used to grant access to records based on a user's role in the organization. Roles are arranged in a hierarchical structure, with the highest level being the CEO or Executive level. Each role has access to all records owned by users below them in the hierarchy. For example, a manager can see all records owned by their direct reports.
- Sharing Rules: Sharing Rules are used to grant access to records based on criteria that you define. For example, you can create a sharing rule that grants read-only access to all records owned by users in a specific department.
- Manual Sharing: Manual Sharing allows you to manually grant access to individual records to other users or groups. This can be useful in situations where you need to grant access to a specific record to a user who doesn't have access to the record through their role or sharing rules.
- Criteria-Based Sharing: Criteria-Based Sharing allows you to grant access to records based on specific criteria. For example, you can create a sharing rule that grants read-only access to all records that meet certain criteria, such as records with a specific value in a custom field.
Check out another amazing blog by Nikhil here: Relationships in Salesforce &: Why Relationships are Created?
Configuring sharing settings in Salesforce requires careful consideration and planning. It's important to ensure that you're providing users with the appropriate level of access to records while maintaining the security and privacy of your data. By understanding the different types of sharing settings available in Salesforce and how they can be configured, you can ensure that your data is secure and accessible to the right people.