Updated on 08th Sep, 21 90 Views

There are various aspects in Salesforce considering the security of data because there is a huge amount of it which needs to be shared in an organization. This sharing of data requires a check and control to it, which is performed by a set of rules namely Sharing rules in Salesforce. This control of sharing data is performed by a set of rules namely Sharing rules in Salesforce. 

Here are the topics that will be discussed in this blog:-

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Security in Salesforce

Before jumping to Sharing Rules in Salesforce let’s understand how data security works in Salesforce. There are four ways to provide security in Salesforce-

WaysFunctionProfiles
OWD (Org Wide Default)Read / WriteDefault for all
Role HierarchyRead / WriteFor manager and sub roles
Sharing RulesRead / WriteFor groups/roles/roles and subs on a condition basis
Manual SharingRead / WriteFor any user/queue manually

Above mentioned is the list of ways and functions which can be performed. Profiles are basically people who can access the data in Salesforce.

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Let’s understand more about Sharing Rules in detail.

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Why Sharing Rules is required in Salesforce?

Let’s suppose, a chunk of data is required by a number of people in an organization, and the integrity of the shared data needs to be maintained throughout. This is where Sharing Rules come into play. It provides wider access to data and the access specifier can be provided as either read-only or write.

Sharing rules in Salesforce

Let’s consider a scenario wherein an MNC, there is a manager who is managing two teams, for example, the marketing team in India and the marketing team in the USA. Now the manager can access both the teams’ records as it can be done through the role hierarchy method, but what if the marketing team of the USA wants to access the records of the marketing team of India but this cannot be done by the role hierarchy method as both the teams are at peer level. Here comes the role of sharing rules in Salesforce. 

Sharing rules help the users to share records based on conditions. It is basically created for objects whose OWD is set to public read-only or private because sharing rules can only extend the access and not restrict it.

In case, if OWD itself is public (read/write), there is no need to create a Sharing Rule. But, if OWD is public

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Types of Sharing Rules in Salesforce

There are basically two types of sharing rules based on which records should be shared-

  • Owner Based Sharing Rules
  • Criteria Based Sharing Rules

Owner Based Sharing Rules- When you want to share records that are owned by a particular group or a single user to another set of users, Owner based Sharing Rules in Salesforce are used in this situation. For example, if an MNC wants to access the sales record of their US-based office from India. Owner based sharing rule is used to access the records shared by the USA branch.

Criteria Based Sharing Rules- When you want to share records that meet particular criteria or satisfy a particular condition Criteria Based Sharing Rule in Salesforce is applied. For example, in a bank, the manager wants to see the records of all accounts whose type is savings. So a filter will be added to the sharing rules where if the particular account belongs to the savings category account then only it will be shared with the manager. 

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Creating sharing rules in Salesforce

To create sharing rules in Salesforce the Salesforce admin need to answer some particular questions which are-

  • Which records are to be shared? – The Salesforce administrators need to identify which records are required to be shared with the particular set of users. They need to check whether the records need to be shared by a particular owner or if they want to share the record which meets particular criteria.
  • To whom the records will be shared? – So since now, we know what records are to be shared we need to identify which records are to be shared with whom.
  • What access is provided to which record? – We need to provide access to the users based on what work needs to be performed on the records. If they need access to public read-only or edit access it is set as required by the administrator.

Let’s deploy sharing rule in our Salesforce dashboard-

Step 1– To create a sharing rule you have to go to Sharing Settings which can be found under the Quick Find section

Step 2– Scroll down and find the particular object where you need to add a sharing rule and then click on New to create a new sharing rule

Step 3– Add the label of the sharing rule you want to make

Step 4- Choose which type of Sharing Rule you want to create either an Owner Based or Criteria Based

Step 5– If you have chosen to select records based on criteria then add the particular criteria to meet the demands of sharing rules.

Step 6– Select which records is to be shared from the table-

Step 7– Select the users with whom the records are to be shared

Step 8– Finally select the level of access to be provided and click on Save

Step 9– Your sharing rule is now created

Limitations of Sharing Rules in Salesforce

  • Sharing Rules only provide wider access to others.
  • Sharing Rules provide access irrespective of whether the user is active or inactive.
  • Sharing Rules are always re-evaluated whenever there is a change in roles or users.
  • The users can access any records related to the particular record too thus somehow losing data integrity.

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Conclusion

The above sharing rule example in Salesforce helps to understand how sharing rules occur. Sharing rules is a very efficient way to maintain data integrity in Salesforce but remember it can only extend the access to other users, it cannot provide restricted access, this is the reason why it provides Read-only or Read/Write access. It works efficiently in those organizations that do not allow frequent changes in their list of users.

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