Types of Data sharing in SFDC

Hi All,

Today, I will discuss about the different types by which we can share the data in Salesforce:

  1. Permission set
  2. Team member
  3. Sharing rule

Consider OWD settings:

Account: Public

Opportunity: Private

  • Permission set help to access the data at object level:

If user’s profile does not have an access at object level, we can create a permission set and can assign the permission at object level like “Read, Create, Edit, Delete, View All, Modify All’.

Below defined are the steps to create a permission set:

Step1: Write ‘Permission Set’ in quick search box, click on Permission Sets and click on new button to create a permission set.

Setup -> Quick Search box (left side) -> Administration Setup -> Manage User -> Permission Sets.

Step2: Enter unique permission set name which helps users to easily understand while using it further and select license type(Optional).

If you are not sure of the license type, you can assign the permission set for all license type like Salesforce, Salesforce Platform, Chatter Free……..

Step3: Once the Permission Set is saved, select Object settings for selection of object which needs to be shared:

a)

b)

Step4: You can select two types of permissions:

  1. Object level permission, this will apply for all data like “Read, Create, Edit, Delete, View All, Modify All’.
  2. Field level permission like Visible or Visible/Read only.

Visible mean you can edit the field and Read only, user can’t edit the field, only view the data.

  • Adding Team member:

This rule helps to share the particular account related object data at ‘Read/Write’ or ‘Read’ access level of data.

To add the users in team member, need to follow the below steps:

Step1: Add a user in Account Team Member, under Account detail page:

 

 

Step2: Select type of access you want to define for the user for existing related data.

Step3: Then, click on save. After this, user would be able to view the existing data related to an account.

 

  • Sharing rule

Sharing rule defines sharing of object data in SFDC.

Step1: Setup -> Administration Setup ->Security Control -> Sharing Setting

Step2: Select object name for sharing the data.

Step3: Create new sharing rule.

Step4: You can share the data from two type:

a)Bases on record owner.

  • In “Select which records to be shared” select a Group Name , Role, Portal Roles and other which you need to share records.
  • In “Select the users to share with” select for share with Group Name, Roles or other from which you need to share the data.
  • Select access type like Read Only or Read/Write.

b)Based on Criteria.

  • In “Select which records to be shared” select a field name and insert the value and compare with the operator to share the data.
  • In “Select the users to share with” select for share with Group Name, Roles or other from which you need to share the data.
  • Select access type like Read Only or Read/Write.

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