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Set Up and Maintain Your Salesforce Organization
Restrict Visibility for Imported Data in the Archive App

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Restrict Visibility for Imported Data in the Archive App

Secure sensitive archived records by manually enabling Archive Component Restriction Rules and uploading custom sharing entries for specific objects. This configuration prevents unauthorized users from accessing imported data in the Archive component while maintaining visibility for record owners.

Transitioning the component from its default open-access state to a restricted model based on your defined Salesforce IDs and access levels ensures data privacy.

Note
Note To maintain visibility for the original record owner, include the owner's Salesforce ID in your share import file.

Important Considerations

  • Salesforce admins with the Archive Override Widget Restriction Rule permission set can always see all records, regardless of the share table status.
  • When creating your CSV, the RowCause field requires a value of Manual or Owner.

Before you import your data, complete these tasks.

  • Set the Salesforce Organization-Wide Default for the object to Private.
  • Turn off Exclude Share Objects in Archive Settings.
  • Configure the Restriction Rule in Archive Settings.

Phase 1: Turn on Restriction Rules

Configure the Archive component to recognize sharing requirements for your specific object.

  1. Go to Archive Component Restriction Rules under Search in Archive Settings.
  2. Click Add Object.
  3. Select the Share Object associated with your data, such as CaseShare.
  4. Click Submit All.
  5. Click Confirm.
    The status changes to Active.
    Note
    Note This process can take up to 30 minutes. You can continue working while the rule activates.

Phase 2: Import Records and Sharing Logic

Import your primary records and their corresponding sharing entries together to restrict visibility upon upload.

  1. Define and save your record IDs.
    Important
    Important Unlike standard Salesforce inserts, Archive doesn't generate these IDs for you. Define the record IDs in your import file and retain a mapping of them to link.
  2. Create import files for both the primary object, such as Cases, and the Share Object, such as CaseShare.
  3. Make sure that the Share Object data includes these mandatory fields.
    • Parent ID: The unique ID that you defined for the archived record.
    • User or Group ID: The Salesforce ID of the user, role, or public group receiving access.
    • Access Level: The permission level, typically Read.
  4. Upload the Share CSV file by using the import tool.

Phase 3: Verify Record Security

Test imported data visibility to make sure that the fail-open state resolves.

  1. Log in as a standard user not listed in the Share file. Verify that the records don't appear in the component.
  2. Log in as the record owner. Verify that a record owner can see the records.
 
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