Salesforce Fundamentals18% of the exam
Sharing solutions: org-wide defaults, rules and teams
Choose the record-sharing tool for a requirement: org-wide defaults as the locked-down baseline, the role hierarchy, owner- and criteria-based sharing rules, account teams and implicit sharing, manual sharing, and Apex managed sharing when declarative sharing runs out.
Given a set of business requirements, determine the appropriate sharing solution.
~8 min read · 12 practice questions ·
What the exam expects
- Set org-wide defaults to the most restrictive access any user needs, then open access with other tools.
- Choose between the role hierarchy, owner-based and criteria-based sharing rules, account teams, manual sharing and Apex managed sharing for a requirement.
- Predict sharing-rule behaviour: queue sources, supported criteria fields, case-sensitive text, Share with fixed after save, converted leads.
- Explain implicit sharing between accounts and their opportunities, cases and contacts.
- Key terms: org-wide default (baseline access to records a user doesn't own); sharing rule (automatic exception that grants more access to a group, role or territory); implicit sharing (system-maintained parent and child account access); manual share (one-off share of a single record); Apex managed sharing (code that shares custom object records).
Key facts
Defaults and other tools
- Detail
- Other features only add access above the default
Defaults that allow sharing rules
- Detail
- Public Read Only or Private
Rules per object
- Detail
- 300 total, up to 50 criteria-based or guest user
Text criteria
- Detail
- Case-sensitive; comma-separate variants
Fields not allowed in criteria
- Detail
- Encrypted, formula, derived values, and lookups other than to a user or queue ID
Queue as rule source
- Detail
- Shares only queue-owned records
Custom objects and hierarchy
- Detail
- Grant Access Using Hierarchies must be selected
Team member access
- Detail
- Equal to or higher than the default, never lower
Parent implicit sharing
- Detail
- Read-only access to the parent account
Manual shares on owner change
- Detail
- Deleted unless Keep manual shares when transferring records is on
Sources for this section (7)
- Organization-Wide Defaultshelp.salesforce.com (opens in a new tab)
- Sharing Rule Considerationshelp.salesforce.com (opens in a new tab)
- Sharing Ruleshelp.salesforce.com (opens in a new tab)
- Sharing Rule Typeshelp.salesforce.com (opens in a new tab)
- Account Teamshelp.salesforce.com (opens in a new tab)
- Implicit Sharingdeveloper.salesforce.com (opens in a new tab)
- Manual Sharinghelp.salesforce.com (opens in a new tab)
- Why must the org-wide default be the most restrictive level any user needs?
- When do managers above a custom object record's owner not inherit access granted by sharing rules?
- Why do marketers lose access to records created from leads they could see through a lead sharing rule?
- What happens to manual shares when a record's owner changes?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
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