Configuration and Setup15% of the exam
Sharing model and record access
How record access is built: org-wide defaults as the restrictive baseline, then the role hierarchy, public groups, owner- and criteria-based sharing rules, account and opportunity teams and manual sharing to open it up, restriction rules to narrow it, View All versus View All Data, and how folder access differs from record access.
Given a user request scenario, apply the appropriate security controls based on the features and capabilities of the Salesforce sharing model (for example: Teams, Sharing hierarchy, public groups, org-wide defaults, sharing: roles, subordinates, role hierarchy, report and dashboard folders).
~8 min read · 11 practice questions ·
What the exam expects
- Set org-wide defaults as the most restrictive baseline an object needs, knowing sharing features only add access and restriction rules are what narrows it.
- Predict what the role hierarchy grants managers, when it fails (users in the wrong role), and when to turn off Grant Access Using Hierarchies.
- Choose between a public group, a sharing rule (and its target), a team, and manual sharing for a given audience.
- Explain that folder access controls who can open a report, not which rows it returns.
- Tell View All Records on one object from View All Data.
- Recognise when a master-detail detail object can't have its own sharing.
Key facts
Sharing features and the default
- Detail
- They only add access; none is stricter than the org-wide default
Set org-wide defaults
- Detail
- Setup, Sharing Settings; Manage Sharing permission
Account Private
- Detail
- Opportunity and Case must be Private; Contact Private or Controlled by Parent
Detail object in master-detail
- Detail
- Controlled by Parent; not editable
Grant Access Using Hierarchies
- Detail
- Can be deselected only for custom objects
Role hierarchy
- Detail
- Users see records owned by or shared with roles below them
Roles and Internal Subordinates
- Detail
- The role plus all internal roles below it
Sharing rule limit
- Detail
- 300 per object, including up to 50 criteria-based
Team member access
- Detail
- Can be greater than the org-wide default, never less
Manual share on owner change
- Detail
- Deleted by default
Restriction rules
- Detail
- Narrow sharing-granted access to records matching criteria
Restriction rules and View All
- Detail
- A View All Records/Data or Modify All Records/Data holder sees every record regardless of the rule
View All Records vs View All Data
- Detail
- One object vs every object; neither overrides field-level security
Folder access levels
- Detail
- Viewer, Editor, Manager
Sources for this section (10)
- Sharing Ruleshelp.salesforce.com (opens in a new tab)
- Org-Wide Sharing Defaultshelp.salesforce.com (opens in a new tab)
- Role Hierarchyhelp.salesforce.com (opens in a new tab)
- Sharing Rule Categorieshelp.salesforce.com (opens in a new tab)
- Account Teamshelp.salesforce.com (opens in a new tab)
- Manual Sharinghelp.salesforce.com (opens in a new tab)
- Restriction Ruleshelp.salesforce.com (opens in a new tab)
- Restriction Rule Considerationshelp.salesforce.com (opens in a new tab)
- View All and Modify Allhelp.salesforce.com (opens in a new tab)
- Folder Access Levelshelp.salesforce.com (opens in a new tab)
- Why must an org-wide default be the most restrictive level any user needs?
- What does a manager lose if a rep has no role assigned?
- On which objects can you turn off Grant Access Using Hierarchies, and on which can't you?
- When would you use a team or manual sharing instead of a sharing rule?
- What does Viewer access to a report folder allow, and what does it not change?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
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