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Manage Users and Data Access
Create Owner-Based Sharing Rules

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Create Owner-Based Sharing Rules

An owner-based sharing rule opens access to records owned by certain users.

Required Editions

Available in: both Salesforce Classic and Lightning Experience
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
To create sharing rules: Manage Sharing
Note
Note For information on designing your sharing setup to improve performance and speed up sharing changes, see the Designing Record Access for Enterprise Scale guide.

For example, you want users with the same Sales Rep role to be able to view each other’s account records, but the organization-wide default for Accounts is Private. Create an owner-based sharing rule that shares all account records owned by the Sales Rep role with the same Sales Rep role to open up this visibility.

  1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
  2. From Setup, in the Quick Find box, enter Sharing Settings, then select Sharing Settings.
  3. In the Sharing Rules related list for the object, click New.
  4. Enter the label name and rule name. The label name appears on the user interface. The rule name is a unique name used by the API and managed packages.
  5. Optionally, enter a description of the sharing rule, up to 1,000 characters.
  6. For the rule type, select Based on record owner.
  7. Specify which users’ records are shared. For owned by members of, select a category from the first dropdown list and a set of users from the second dropdown list or lookup field.
    See Sharing Rule Categories for information on these categories.
  8. Specify the users who get access to the data. For Share with, select a category from the first dropdown list and a set of users from the second dropdown list or lookup field.
    Note
    Note If you provide record access to external users by selecting the Portal Roles, Portal Roles and Subordinates, or Roles, Internal and Portal Subordinates as a target for the sharing rule category, you get an alert when you save the sharing rule.
  9. Select sharing access settings for users. Some access settings aren’t available for some objects or in some situations.
    Access Setting Description
    Private

    Users can’t view or update records, unless access is granted outside of this sharing rule.

    Available only for associated contacts, opportunities, and cases.
    Read Only Users can view, but not update, records.
    Read/Write Users can view and update records.
    Full Access

    Users in the selected group, role, or territory can view, edit, transfer, delete, and share the record, just like the record’s owner.

    With a Full Access sharing rule, users can also view, edit, delete, and close activities associated with the record if the org-wide sharing setting for activities is Controlled by Parent.

    Available for campaigns only.
    Note
    Note Contact Access isn’t available when the organization-wide default for contacts is set to Controlled by Parent.
  10. Click Save.
Note
Note A sharing rule’s editable fields depend on its type. For owner-based sharing rules, you can edit only the label, rule name, and sharing access level.If you must edit other fields, delete the rule and create a new one.

After updates to sharing rules, sharing rules are recalculated to add or remove access as needed. Depending on the nature of your updates and your org’s setup, these sharing calculations can take a while to complete. If you experience sharing evaluations or timeouts, consider deferring sharing calculations before making large-scale updates, and then restart and recalculate sharing at a later time. For more information, see Defer Sharing Calculations in Salesforce Help.

See Also

 
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