What is a sharing rule in salesforce


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.

How to use Salesforce criteria based sharing rules?


  • 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. …

More items…

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

More items…

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.


What are shared rules?

When you perform a roll, your next ranged attack within the timing window will automatically be fully charged. Roll Charge is a ranged enchantment in Minecraft Dungeons in the Howling Peaks update where after rolling, a charged shot will automatically activate.

What is the difference between permission set and sharing rules?

Permission sets and profiles control a user’s object and field access permissions. Roles primarily control a user’s record-level access through role hierarchy and sharing rules. With sharing rules you can make automatic exceptions to organization-wide sharing settings for sets of users.

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

Sharing rules are created and managed by admins. Example: all Opportunities above $10M should be shared to everyone in the C-suite, regardless of actual role hierarchy. Manual sharing is a permission to access one specific record of any object.

What is difference between OWD and sharing rules in Salesforce?

OWD sets the restrictions, and additional mechanisms open up access. To provide this access, Salesforce provides a component known as Sharing Rules. With sharing rules, one can share records with users who don’t have access to the records. Sharing rules allocate access to users in public groups, roles, or territories.

What are 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.

Does permission set override sharing rules?

Note The Sharing Overrides list doesn’t show permissions granted through permission sets, which may also override sharing settings for an object. To override sharing settings for specific objects, you can create or edit permission sets or profiles and enable the “View All” and “Modify All” object permissions.

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

With Sharing – Enforce the sharing rules that apply to current user. Without Sharing – Doesn’t enforce the sharing rules. If a class is not declared as either with or without sharing, the current sharing rules remain in effect.

Can we use sharing rules to restrict data access?

You can use sharing rules to grant wider access to data. You can’t restrict access below your organization-wide default levels. To create sharing rules, your organization-wide defaults must be Public Read Only or Private.

How do I create a shared rule in Salesforce?

Create Sharing RulesFrom Setup, enter Sharing Settings in the Quick Find box, and select Sharing Settings.In the Manage sharing settings for: picklist, select Opportunities.Under Opportunity Sharing Rules, click New and complete the details. Field. Label. Label. … Click Save, and then click OK on the confirmation message.

Does sharing rules override profile?

No ,Profile settings override Sharing Rules. Without profile permission, they can’t create new records. Sharing provide you access for record level and profile provide access on object level.

Who sees what sharing rules?

2:034:32Who Sees What: Record Access via Sharing Rules (Lightning Experience)YouTubeStart of suggested clipEnd of suggested clipManager. This is also based on record ownership.MoreManager. This is also based on record ownership.

What is difference between profile and OWD?

Profile works on object and OWD on record ( they are two different things ). It won’t be a good idea to say that profile over rides OWD. But yes, Profile level permisson have a high preference, hence Profile permission will stand.

Why use a public group once defining a sharing rule?

Using a public group once defining a sharing rule makes the rule easier to make and, more necessary, easier to grasp later several sharing rules that you are attempting to take care of in a massive organization.

What is a public group in Salesforce?

A public group is considered as a bunch of individual users, alternative groups, individual roles, and/or roles with their subordinates that all have a function in common.

Can you outline a sharing rule for one public group?

You can outline a sharing rule for one public group, role, or role and subordinates. There is already one default public group that encompasses every user in your organization. Do you know about Salesforce Architecture. In Setup, use the quick find box to search out “Sharing Settings”.

What is managed sharing in Salesforce?

For developers working with Salesforce, Apex managed sharing provides the option of programmatically sharing items using Apex code. To be able to manage a record using Apex, a user must be given the “modify all data” permission. If a record’s sharing permissions have been set, these permissions will be maintained if a record changes ownership.

What is managed sharing?

Managed sharing refers to a description of the access provided based on who owns a record, the hierarchy of roles, and various sharing rules that can be applied. There are four levels of access which can be granted to users. These are as follows:

What is the hierarchy of roles?

The hierarchy of roles is typically setup from the administrative role. Some roles exist as subsets of other roles, which may share all or some of the rights of the ownership record, dependent on the types of sharing rules that are set up.

Can you share a record with another user?

One helpful feature that will allow users to manually share records with any other user, or with a group of users is manual sharing. End users can provide individualized access for individual selected records. It is important to understand that the only people who are permitted to manually share records are the record owners, or anyone with a superior level of access (those who exist on a higher rung in the role hierarchy).

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 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.

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 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.


Salesforce sharing rules are put into force when records and other data requires to be shared among the employees or multiple users in an organization. Sharing the records using Salesforce therefore becomes the option to be used by the organization. However, sharing of this data can be risky especially when it involves sharing of sensitive data.


Sharing enables record-level access control for all custom objects, as well as many standard objects (such as Account, Contact, Opportunity and Case). Administrators first set an object’s organization-wide default sharing access level, and then grant additional access based on record ownership, the role hierarchy, sharing rules, and manual sharing.


Sharing rules can be based on who owns the record or on the values of fields in the record. For example, use sharing rules to extend sharing access to users in public groups or roles. As with role hierarchies, sharing rules can never be stricter than your org-wide default settings. They just allow greater access for particular users.


Though we can manage the access to different objects and records through organization-wide settings and role hierarchies, we come across situations wherein, exceptions are required. We need to grant access to specific data to specific users who are not able to access the required data because of their roles.

Avnish Yadav

If we have to hide records from one person, one user in the organization, in a private model. We have to lock everything down to hide records from somebody and then use things like sharing rules to grant access back to the rest of the organization.


Leave a Comment