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.
Given a set of conditions, determine how sharing rules can be implemented to support the record access requirements.
~8 min read · 14 practice questions ·
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
- Detail
- Public Read Only or Private
- Detail
- Most permissive level wins
- Detail
- 300 per object; up to 50 criteria-based or guest combined
- Detail
- Only for associated contacts, opportunities, cases
- Detail
- Campaigns only
- Detail
- Criteria-based rules after Spring '22; recreate older rules
- Detail
- Rules still apply
- Detail
- Guest user sharing rules only
- Detail
- Can't create or test criteria-based rules
- Detail
- Label, not developer name
- Detail
- Based on group, role or territory membership
- 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?
The questions are free to read. Answers with their sources and self-grading are included with the pack.
Keep reading with the Platform Sharing and Visibility Architect pack
- Core concepts
- Exam traps
- Worked scenario
The pack includes:
- All 21 lessons of the Platform Sharing and Visibility Architect guide, with reading progress
- Interactive decision walks and step-by-step sequence steppers
- Inline practice questions and one-click topic practice (14 questions for this lesson)
- An official source cited for every claim
- An AI tutor that answers from the guide
- Unlimited timed practice exams