Learning ObjectivesAfter completing this unit, you'll be able to: Show
Record-Level SecurityTo control data access precisely, you can allow particular users to view specific fields in a specific object, but then restrict the individual records they're allowed to see. Record access determines which individual records users can view and edit in each object they have access to in their profile. First ask yourself these questions:
For our example Recruiter app, let’s say you create a new profile called Recruiter to give recruiters the object-level permissions they need. You restrict the power to delete recruiting-related objects, so recruiters will never be able to delete these objects. However, granting recruiters permission to create, read, or edit recruiting objects does not necessarily mean recruiters can read or edit every record in the recruiting object. This is a consequence of two important concepts:
That means even if you grant a profile create, read, and edit permissions on the recruiting objects, if the record-level permissions for an individual recruiting record are more restrictive, those are the rules that define what a recruiter can access. However, as you'll see, record-level permissions offer layers of increasing access, so it's important to know which record-level permissions are observed to understand the level of access a user has. You control record-level access in four ways. They’re listed in order of increasing access. You use org-wide defaults to lock down your data to the most restrictive level, and then use the other record-level security tools to grant access to selected users, as required.
The visibility and access for any type of data is determined by the interaction of the above security controls, based on these key principles.
You’ve already seen how to configure object-level and field-level access using profiles and permission sets. Now we’ll look at details of the various record-level security controls. Org-Wide SharingOrg-wide defaults specify the baseline level of access that the most restricted user should have. Use org-wide defaults to lock down your data, and then use the other record-level security and sharing tools (role hierarchies, sharing rules, and manual sharing) to open up the data to users who need it. Object permissions determine the baseline level of access for all the records in an object. Org-wide defaults modify those permissions for records a user doesn't own. Org-wide sharing settings can be set separately for each type of object. Org-wide defaults can never grant users more access than they have through their object permission. To determine the org-wide defaults you need for your app, ask yourself these questions about each object:
Based on your answers, you can set the sharing model for that object to one of these settings. Private Public Read Only All users can view and report on records, but only the owner, and users above that role in the hierarchy, can edit them. Public Read/Write Controlled by Parent When the org-wide sharing setting for an object is Private or Public Read Only, an admin can grant users additional access to records by setting up a role hierarchy or defining sharing rules. Sharing rules can only be used to grant additional access. They cannot be used to restrict access to records beyond what was originally specified with the org-wide sharing defaults. As an example, let’s go through and answer the above list of questions for the Position object in the Recruiting app. Who is the most restricted user of this object? Is there ever going to be an instance of this object that this user shouldn't be allowed to see? Is there ever going to be an instance of this
object that this user shouldn't be allowed to edit? Since we answered “Yes” to the third question, the sharing model for the Position object should be set to Public Read Only. By repeating the same exercise with the other recruiting objects, you can easily figure out the appropriate org-wide default settings for them. The Standard Employee profile is the most restricted user for each object, and there are going to be candidate, job application, and review records that particular employees won't be able to view. Consequently, the sharing model for the Candidate, Job Application, and Review objects should all be set to Private. Set Your Org-Wide Sharing DefaultsUse org-wide defaults to specify the baseline level of access that the most restricted user should have.
By default, a role hierarchy automatically grants access to records for users above the record owner in the hierarchy. Setting an object to Private makes those records visible only to record owners and those above them in the role hierarchy. Use the Grant Access Using Hierarchies checkbox to disable access to records to users above the record owner in the hierarchy for custom objects. If you deselect this checkbox for a custom object, only the record owner and users granted access by the org-wide defaults receive access to the records. Even if Grant Access Using Hierarchies is deselected, some users—such as those with the “View All” and “Modify All” object permissions and the “View All Data” and “Modify All Data” system permissions—can still access records they don’t own. Once you’ve locked down your data with org-wide defaults, the resulting settings might be too restrictive for some users. You can then use the remaining record-level security controls (role hierarchies, sharing rules, and manual sharing) to open up record access selectively to specific employees who need it. Tell Me More...Apex managed sharing allows developers to programmatically share records associated with custom objects. When you use Apex managed sharing for any custom object, only users with the “Modify All Data” permission can add or change the sharing on that custom object's records, and the sharing access stays the same even if the record owner changes. For more information, see Apex Sharing. Resources
How do I view sharing rules in Salesforce?From Setup, in the Quick Find box, enter Sharing Settings, and then select Sharing Settings. This is the same page used to define org-wide defaults. In the Manage sharing settings for drop-down list, choose the object for which to create the sharing rule.
What is record sharing in Salesforce?User managed sharing allows the record owner or any user with Full Access to a record to share the record with a user or group of users. This is generally done by an end user, for a single record. Only the record owner and users above the owner in the role hierarchy are granted Full Access to the record.
Why can't I see the sharing button on a record in Salesforce lightning?You have access to the Sharing button when your sharing model is either Private or Public Read Only for a type of record or related record.
How do I check apex sharing in Salesforce?To do that:. Click “Setup | Create | Objects”.. Select the custom object. (In this case, the “Test” Custom object.). Click New in the Apex Sharing Reasons related list. ... . Enter a label for the Apex sharing reason.. Enter a name for the Apex sharing reason.. Click Save.. |