Admin: Sharing Records

**Please note that only a System Administrator has the level of access required to set up Sharing Rules.


A Sharing Rule is one of the methods used to extend record access beyond the Organization-Wide Defaults (OWD). Sharing Rules can be either based on record ownership or based on certain criteria.

Example Use Cases

  • The Contact object’s OWD is set to Private, but you want to share Team A’s Contacts with all of the users in Team A.
  • The Contact Group object’s OWD is set to Private, but you want to have all Contact Groups owned by the System Administrator visible to all users.
  • The Property object’s OWD is set to Public Read Only, but you want all Properties in a certain county to be Public Read/Write so that all users can make updates to those Properties.


Rule Types

  • Based on record owner - This allows you to share all records owned by users in one Public Group with all users in the same or in a different Public Group.
  • Based on criteria -  This allows you to share all records that meet certain criteria (based on fields on the records) with all users in a Public Group.


How to Set Up Sharing Rules

  1. Click the gear in the top right-hand corner of the screen and select “Setup”.
  2. In the “Quick Find” box, type “sharing” and then click “Sharing Settings”.
  3. From the picklist, select the object you wish to add a Sharing Rule to.

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  1. Scroll down to the “Sharing Rules” section and click the “New” button.
  2. Fill in the Label, Rule Name, and Description.
  3. Choose the Rule Type.
  4. Determine the records that will be shared (depending on whether the Rule Type you selected).
  5. Select the Public Group of users that will get access to those records.
  6. Select the access level that those users will get:
    • Read Only - The users in the Public Group you are granting access to will have the ability to view, but not edit, the shared records.
    • Read/Write - The users in the Public Group you are granting access to will have the ability to view and edit the shared records.
  7. Click the “Save” button.

Here’s an illustration of steps 5 through 10:

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