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Configuring Sharing Rules

Sharing rules help customize security. They can authorize object access to specific public groups and/or roles, based on record ownership or field criteria.

1. Setup --> Sharing Settings --> Manage Sharing Settings for: Object (e.g. Change) 

ZDA_-_Config_Sharing_1.PNG

2. Edit Organization-Wide Defaults

  • For complete security, set Internal/External access to Private
    • Only the record owner and users above that role in the hierarchy, can view, edit, and report on those records.
  • For limited restrictions, set Internal/External access to Public Read Only
    • All users can view and report on records but not edit them. Only the owner, and users above that role in the hierarchy, can edit those records.

Note: Editing Organization-Wide settings will initiate a change operation, restricting you from creating sharing rules until the operation has been completed. You will receive an email update when it has finished.

ZDA_-_Config_Sharing_2.PNG

3. Click New under Sharing Rules

4. Enter Label

Rule Name should auto-populate

5. Select Rule Type

5-1. Rule Type Based on Record Owner

5-1a. Specify owner criteria (public groups, roles, or roles and subordinates)

Tip: To add users to a public group: go to Setup --> Users --> Public Groups --> click on your desired public group --> click on Edit --> add new user(s). For details on how to create a public group, see the following KB article: https://propelplm.zendesk.com/hc/en-us/articles/236114388-Create-Approval-Group

ZDA_-_Config_Sharing_3a_owner.PNG

5-2. Rule Type Based on Criteria

5-2a. Specify Field, Operator, and Value criteria for the sharing rule.

5-2b. If desired, add Filter Logic to adjust the relationship between each filter (defaults to AND). 

ZDA_-_Config_Sharing_3b_criteria.PNG

6. Specify users to share with (public groups, roles, or roles and subordinates)

7. Select Access Level for the users chosen in Step 6

8. Click Save. Your org should recalculate automatically, but if not click Recalculate to make sure all objects are updated.

 

 

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