Sharing Rules in Salesforce – Types & Examples

1. Salesforce Sharing Rules

In this Sharing Rules in Salesforce Tutorial, we will see what is meant by Sharing Rules in Salesforce and what are its subparts. Moreover, we will also discuss Salesforce Public Groups and Salesforce Sharing Rules Examples. At last, we will discuss types and questions for why to use Sharing Rules in Salesforce.
So, let’s start Sharing Rules in Salesforce.

Sharing Rules in Salesforce

Sharing Rules in Salesforce – Types & Examples

2. What is a Salesforce Public Group?

Before making a Salesforce Sharing Rule, it’s necessary to line up the appropriate public group. 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. As an example, users with the recruiter profile as well as users within the saw Dev Manager role each review job applications.

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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. Create a public group if you want to outline a sharing rule that encompasses more than one or 2 groups or roles, or somebody.
Looking at the desired permissions that we want to implement, there are simply 2 objects that require a public group for their sharing rules: job application and review. A positive news is that we can cover these objects in the single group because the Review object is on the detail side of a master-detail relationship, therefore it inherits the sharing settings we tend to apply to the job application object. Since each recruiter and hiring managers would like to read and update access to job applications and reviews, we can outline a public group referred to as reviewers that includes each recruiter and hiring managers.

3. How to Create Sharing Rules in Salesforce

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.
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  • In Setup, use the quick find box to search out “Sharing Settings”. This is often the same page wont to outline org-wide defaults.
  • In the “Manage sharing settings” for drop-down list, select job application.

Choosing an object in this drop-down list permits you to focus in on the org-wide defaults and. Sharing rules for a single object at a time rather than observing all of them in an exceedingly long page—a useful issue if you have a large org with multiple custom objects. Let’s use this Sharing Rules connected list to create a sharing rule that applies to each the job application and also the review objects.

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  • In the “Job Application Sharing Rules Area”, click on the “ New” and provides your rule the label Review Records. The “Rule Name” text box populates automatically once you click it.
  • For the rule type, confirm based on record owner is selected.
  • For “select that records to be shared”, choose Public groups, then choose Entire Organization.
  • Now, for “select users to share with”, select Public groups, then select Reviewers.
  • For “select the extent of access for the users”, select Read/Write and then save.

4. Questions On Why should We Use Sharing Rules

Q1. Recruiters need read and update access on each position, candidate, job application, and review the record that exists within the app.
Ans. Yes. As we tend to discussed previously, it is easy to select out the group of recruiters in our role hierarchy.
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Q2. Hiring managers need to browse and update access on position and job posting records on which they are the hiring manager.
Ans. No. It’s too hard to predict that positions are going to be appointed to which hiring manager. We’ll handle this use case another method.
Q3. Hiring managers want read access on candidate records on which they’re the hiring manager.
Ans. No. Again, it’s too hard to predict that positions are going to be appointed to which hiring manager.
Q4. Hiring managers need to read and update access on every job application and review record.
Ans. Yes. Since we’re not restricting which job applications and reviews a hiring manager get to browse and update, we are able to simply pick out all of the hiring managers from our role hierarchy and define a sharing rule for them.
Q5. Interviewers need read access on the candidate and job application records for people they are interviewing.
Ans. No. As we tend to discussed previously, it’s hard to predict who are going to be a member of an interview team for a particular position.
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5. Types of Sharing Rules in Salesforce

Salesforce Sharing Rules Types based on Set Default Sharing Access. Let’s see Types of Sharing Rules in Salesforce

Account sharing rulesAccount owner or other criteria, including account record types or field valuesAccounts and their associated contracts, opportunities, cases, and optionally, contacts and orders
Account territory sharing rulesTerritory assignmentAccounts and their associated cases, contacts, contracts, and opportunities
Asset sharing rulesAsset owner or other criteria, including asset record types or field valuesIndividual assets
Campaign sharing rulesCampaign owner or other criteria, including campaign record types or field valuesIndividual campaigns
Case sharing rulesCase owner or other criteria, including case record types or field valuesIndividual cases and associated accounts
Contact sharing rulesContact owner or other criteria, including contact record types or field valuesIndividual contacts and associated accounts
Custom object sharing rulesCustom object owner or other criteria, including custom object record types or field valuesIndividual custom object records
Data privacy sharing rulesData privacy record owner or other criteria, including field values. Data privacy records are based on the Individual object.Individual data privacy records
Flow interview sharing rulesFlow interview owner or other criteria, such as the pause reasonIndividual flow interviews
Lead sharing rulesLead owner or other criteria, including lead record types or field valuesIndividual Leads
Location sharing rulesLocation owner or other criteriaIndividual locations
Opportunity sharing rulesOpportunity owner or other criteria, including opportunity record types or field valuesIndividual opportunities and their associated accounts
Order sharing rulesOrder owner or other criteria, including order record types or field valuesIndividual orders
Product item sharing rulesProduct item owner or other criteriaIndividual product items
Product request sharing rulesProduct request owner only; criteria-based sharing rules aren’t availableIndividual product requests
Product transfer sharing rulesProduct transfer owner only; criteria-based sharing rules aren’t availableIndividual product transfers
Return order sharing rulesReturn order owner or other criteriaIndividual return orders
Service appointment sharing rulesService appointment owner or other criteriaIndividual service appointments
Service contract sharing rulesService contract owner only; criteria-based sharing rules aren’t availableIndividual service contracts
Service crew sharing rulesService crew owner only; criteria-based sharing rules aren’t availableIndividual service crews
Service resource sharing rulesService resource owner or other criteriaIndividual service resources
Service territory sharing rulesService territory owner or other criteriaIndividual service territories
Shipment sharing rulesShipment owner only; criteria-based sharing rules aren’t availableIndividual shipments
Time sheet sharing rulesTime sheet owner only; criteria-based sharing rules aren’t availableIndividual time sheets
User sharing rulesGroup membership or other criteria, including username and whether the user is activeIndividual users
User provisioning request sharing rulesUser provisioning request owner, only; criteria-based sharing rules aren’t availableIndividual user provisioning requests
Work order sharing rulesWork order owner or other criteria, including work order record types or field valuesIndividual work orders
Work type sharing rulesWork type owner or other criteriaIndividual work types

These are all the types of Sharing Rules in Salesforce that could be made.
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So, this was all in Sharing Rules in Salesforce. Hope you like our explanation.

6. Conclusion: Sharing Rules in Salesforce

In this Sharing Rules in Salesforce Tutorial, we saw what is meant by Sharing Rules in Salesforce. Moreover, we discussed Salesforce Public Groups and Sharing Rules in Salesforce examples and models. At last, we discussed Types of Sharing Rules in Salesforce. Still, if any confusion, ask freely in a comment section.

See also – 
SOSL Salesforce
For reference

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