Organization-Wide Sharing Defaults (OWD)

Organization-Wide Sharing Defaults (OWD) specify the default level of record access by object (data table) for all Apto users in your organization. This level of access is the base level and can be expanded using Sharing Rules, Profiles, Permission Sets, Role Hierarchy, or Manual Sharing. In this article we will be focusing only on Organization-Wide Sharing Defaults. 

**Please note that only a System Administrator has the level of access required to modify these defaults.

Example Use Cases

  • Contact records are visible to all users, and you want to change this so each user can only see contacts that they have personally entered.
  • Listing/Assignment records are visible only to the users who entered them, and you want to change this so that all users can view all Listings/Assignments.

Default Types

There are four possible Default Types:

  • Public Read/Write - This means that all users in your Apto can view and edit any record in this object. For example, if the Property table is set to Public Read/Write, all users in your Apto can view and edit any Property record in the system.
  • Public Read Only - This means that all users in your Apto can see any record in this object, but they can only edit records on which they are designated as the record owner. For example, if the Property table is set to Public Read Only, all users in your Apto can see any Property record in the system, but only the user designated as the record owner (by default this is the record creator) can edit the record.
  • Private - This means that no user except for the user designated as the record owner can see and/or edit that record. For example, if the Property table is set to Private, only the user designated as the record owner (by default this is the record creator) can see and/or edit the record.
  • Controlled by Parent - This Default Type is only applicable for the Contact object. This means that whatever access the user has to the Company (Account) object, they will also automatically get for all Contacts related to that Company.


Here’s a simple chart of the three primary Default Types:

 

Public Read/Write

Public Read Only

Private

Record Owner

View and Edit

View and Edit

View and Edit

All Other users

View and Edit

View

No Access


How to Change Defaults

If you wish to change the defaults to something other than what is currently set, please follow these instructions:

 

  1. Click the gear symbol in the top right-hand corner of the screen and select “Setup”.
  2. In the “Quick Find” box on the left-hand side, type “sharing” and then click “Sharing Settings”.

Jun-15-2018_12-09-18.gif

  1. Click “Edit”.
  2. Change the pick-list value next to the object(s) you wish to update, using the explanations above as a guideline, and then click “Save”.

Jun-15-2018_12-22-23.gif

Have more questions? Submit a request