# Ownership-based and criteria-based sharing rules

*Platform Sharing and Visibility Architect Study Guide · Access to Records · Last updated October 26, 2026 · https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect/access-to-records/ownership-based-and-criteria-based-sharing-rules*

When to share by record owner or by field values, which sources, targets and access levels a rule can use (including account rules for child records and user sharing rules), what Salesforce recalculates automatically, and the limits, Apex and package caveats an architect must plan around.

- Certification: Salesforce Platform Sharing and Visibility Architect
- Exam section: Access to Records
- Study guide: https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect

**Official exam objective:**

> Given a set of conditions, determine how sharing rules can be implemented to support the record access requirements.

## What the exam expects

- Decide when a sharing rule fits and which default it needs underneath.
- Choose owner-based or criteria-based sharing from what defines the records to share.
- Pick sources, targets and access levels, including an account rule's child-record access and user sharing rules.
- Predict which changes Salesforce reapplies automatically and which need a new rule.
- Plan around rule limits, Apex, record types, managed packages and users without roles.

Key terms: **owner-based rule** (shares records owned by a group, role or territory); **criteria-based rule** (shares records whose field values match); **guest user sharing rule** (criteria-based rule for unauthenticated users); **user sharing rule** (shares user records between groups); **source and target** (whose records are shared, and who receives access).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Default needed | Public Read Only or Private | [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| Conflicting rules | Most permissive level wins | [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| Rule limit | 300 per object; up to 50 criteria-based or guest combined | [Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_about_sharing_rules.htm&language=en_US&type=5) |
| Private level | Only for associated contacts, opportunities, cases | [Create Owner-Based Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rules_owner.htm&language=en_US&type=5) |
| Full Access level | Campaigns only | [Create Owner-Based Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rules_owner.htm&language=en_US&type=5) |
| Owners without roles | Criteria-based rules after Spring '22; recreate older rules | [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| Inactive users | Rules still apply | [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| Product2 | Guest user sharing rules only |  [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| Apex | Can't create or test criteria-based rules | [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| Record type criteria | Label, not developer name | [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5) |
| User sharing rules | Based on group, role or territory membership | [User Sharing Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_users_concept.htm&language=en_US&type=5) |

## Check yourself

- When two rules give one user Read Only and Read/Write on the same record, what does the user get?
- Why does a criteria-based rule on a formula field need a workaround?
- Which sharing rule access level exists only for campaigns?
- Why can't high-volume site users appear in user sharing rules?

## Sources

- [Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_about_sharing_rules.htm&language=en_US&type=5)
- [Sharing Rule Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_considerations.htm&language=en_US&type=5)
- [Sharing Rule Types](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rule_types.htm&language=en_US&type=5)
- [Create Owner-Based Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rules_owner.htm&language=en_US&type=5)
- [Create Criteria-Based Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_sharing_rules_criteria.htm&language=en_US&type=5)
- [User Sharing Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_users_concept.htm&language=en_US&type=5)
- [Sharing Records with Manager Groups](https://help.salesforce.com/s/articleView?id=platform.users_managers_only.htm&language=en_US&type=5)
- [Platform Sharing Architecture](https://architect.salesforce.com/docs/architect/fundamentals/guide/platform-sharing-architecture)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 14 linked practice questions, and unlimited timed mock exams are included with the Platform Sharing and Visibility Architect pack (USD $19): https://www.certifyforce.com/practice-exams