What is criteria based sharing rules salesforce

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A criteria-based sharing rule determines with whom to share records based on field values. Available in: both Salesforce Classic (not available in all orgs) and Lightning Experience Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions

Criteria-Based Sharing Rules

A criteria-based sharing rule is based on record values and not the record owners. 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.

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Can I create criteria-based sharing rules in Salesforce apex?

Although criteria-based sharing rules are based on values in the records and not the record owners, a role or territory hierarchy still allows users higher in the hierarchy to access the records. You can’t use Apex to create criteria-based sharing rules. Also, criteria-based sharing cannot be tested using Apex.

What is a criteria-based sharing rule?

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 are the different types of sharing rules in Salesforce?

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: How To Create a Custom Object TABS In Salesforce.Com?

What is the difference between an owner-based and a sharing rule?

You can base a sharing rule on record ownership or other criteria. See Sharing Rule Considerations for more information on availability. An owner-based sharing rule opens access to records owned by certain users.

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How many criteria-based sharing rules can you create per object?

Note You can define up to 300 total sharing rules for each object, including up to 50 criteria-based or guest user sharing rules, if available for the object. You can create these types of sharing rules.


What are the two types of sharing rules?

There are basically two types of sharing rules in Salesforce based on which records should be shared:Owner-based Sharing Rules.Criteria-based Sharing Rules.


What are the different 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.


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 is owner based sharing rule?

An owner-based sharing rule opens access to records owned by certain users. A criteria-based sharing rule determines who to share records with based on field values. 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.


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 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.


What is the difference between roles and profiles?

Profiles are like circles, whereas roles are arranged into a hierarchy (when using the Role Hierarchy): Profiles are like circles of users that share the same function, eg. ‘Marketing’, ‘System Admin’, ‘Sales’, ‘Support’. Roles are how users relate to each other in a hierarchy, eg.


What is difference between OWD and profile?

Organization-Wide Defaults control the sharing of a record whereas the Profile Permissions defines what each profile can do with the shared record. So your read only user would only be able to read the records and not modify them but they would be able to read records they do not own.


What is sharing object and OWD?

OWD stands for Organization Wide Default (OWD). Organization Wide Default settings are baseline settings in Salesforce specify which records can be accessed by which user and in which mode. Organization Wide Default settings can be overridden using Sharing rules. One user can exist in one profile.


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.


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.


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 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.


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 base a sharing rule on record ownership?

You can base a sharing rule on record ownership or other criteria.


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.


How many sharing rules can you have in Salesforce?

Additionally, you can only create up to 50 criteria-based sharing rules per object.


What is the benefit of sharing access rules?

When configuring these criteria-based sharing access rules, your administrator will still need to determine the User, Role, or Public Group to be the recipient of the sharing, as well as determine the level of access the will receive, but one major benefit is that you are no longer forced to pick all records owned by groups or roles.


Does Salesforce have a role hierarchy?

The administrator-configured Salesforce Role Hierarchy will still apply with any criteria-based sharing rules that are implemented , so individual users higher than anyone in the Role Hierarchy that have access to a record will automatically inherit that level access to the information as well. This functionality works the same in owner-based sharing rules, but you should be aware of it when you create sharing rules in general.


Can you share Salesforce records with other users?

Before the introduction of the criteria-based sharing rule types, you could only create Salesforce sharing rules that looked at the Record Owner, determined the Role of the user, or whether the record was owned by a Queue/Public Group, and share it with other Roles or Groups. In other words, an Account record owned by a user in a Sales Role would grant access to all users in a Support Role.


Can Finance see Opportunity records in Salesforce?

Administrators can now configure case sharing rules that allow the Support Role to only see Accounts with a Type value of “Customer.” Finance can view (not edit) Opportunity records that are in the Closed/Won stage. Call Center Agents can see Contact records that have mobile phone numbers starting with the area codes they are assigned to. The ability to improve productivity using Salesforce and criteria-based sharing rules is truly staggering!


Can you share a contact record with text field?

For example, this means that if you want to share Contact records where the standard Department text field contains “Marketing” and someone enters “marketing” or “marketing ” in the field, that record will not technically meet the criteria and will not be shared .


Can Salesforce share records by record type?

Thankfully since the genesis of sharing rules, Salesforce has introduced criteria-based sharing settings to alleviate the issue! Administrators can now choose to share records by Record Type and the following field values: Auto Number, Checkbox, Date or Date/Time, Email, Number, Percent, Phone, Picklist, Text or Text Area, URL, and Lookup (to user ID or Queue ID) like a record owner field.


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.


Who owns Salesforce sharing rules?

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.


Why do we need to create a robust security model by using sharing rules in Salesforce?

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.


Why are sharing rules necessary?

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.


What is a public group in Salesforce?

This group is a collection of subgroups, users, individual roles, their subordinates sharing the function in common.


When will the name of the sharing rule populate?

The name for the sharing rule will populate automatically as soon as you click over it.


How many public groups are there in an organization?

By default, there is one public group that accommodates all users in your organization.

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