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Archive Widget Restriction Rules
Control end-user visibility in Salesforce of specific archived records according to object sharing tables in the Archive app. Applicable to Archive Single Objects and Archive Multiple Objects widgets.
When applied, a restriction rule dictates how records are shared or restricted in your org. This information is stored and managed in the object sharing tables, which track the access levels and permissions granted to users or groups for specific records or objects based on the rules that you defined.
Only when object sharing is set to private can you enforce record-level access to the archived records on the widget.
To view and check your sharing settings, go to Sharing Settings under Setup.
Similar to Salesforce's restriction rules, users logged into Archive can access records that were shared according to sharing rules. Access to archived records is restricted only according to the sharing rules applied to those records. When Archive Widget is enabled, the records available on the widget are only the records that respect the sharing rules.
The Archive Override Widget Restriction Rule enables system admins to access all
archived records and ignore the widget restriction rules. We recommend adding this
permission set to Admins Only.
When the record owner is a public group, Archive supports these sharing rule types.
- Queues
- Roles
- Roles and Internal Subordinates
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From the Widget Search Restriction Rules setting tab in Search under Archive
Settings, click +Add Object to open the dropdown list of
available objects to apply a restriction.
If the object you want doesn't show up in the list, verify that the object has been archived.
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Select the object to share. For example, Case Share.
Note You can click Delete to change your selection. This feature is only available before clicking Submit All.
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Click Add Object.
You can add up to 5 objects.
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Click Submit All.
This message appears: "You are applying restrictions to your organization's access to this object. The restrictions limit access according to the object sharing table."
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Click Confirm.
A banner appears at the start of the process and disappears after the new request has been processed. The process can take up to 30 minutes.
The table shows these fields.
| Field | Description |
|---|---|
| API Name | Obejct API name |
| End Date | When the recalculation was completed and the restriction was applied |
| Object Name | Object label name |
| Start Date | First recalculation of access restriction |
| Status | Default value is Status can be deleted. |
- Archive Widget Restriction Rules Q&A
Common issues for configuring and troubleshooting Archive Widget Restriction Rules in the Archive app.
Archive Widget Restriction Rules Q&A
Common issues for configuring and troubleshooting Archive Widget Restriction Rules in the Archive app.
Q: As a system admin, I've restricted widget access for end users to Case Share, and now I can't see the archived Cases on the widget, only through Archive Search. Is this a bug?
A: No. The new restriction only respects the object sharing table. Archive Search doesn't respect Sharing Rules.
Q: As a system admin, how can I view archived records after I restricted access for Case Share?
A: All the archived records are viewable through Archive Search. Alternatively, you can assign the Override Widget Sharing Rule permission set.
Q: How do I add Sharing Settings to Case children when their Organization-Wide Defaults (OWD) is Controlled by Parent?
A: You can't add sharing to the Case children. To enforce record-level-access on this object, restrict access to the Case object via the Sharing Settings. Access to child records is according to their root Case.
Q: If I add Sharing Settings on the Case, and then add new sharing rules, does this impact the archived record access?
A: No. The archived record access is controlled by the Case Share table that was archived with that record.
Q: I'm a newly onboarded customer. I added a new policy on Case, and I want to restrict Access for Case. Why don't I see the Case in the sharing object list?
A: There are three possible reasons that Case doesn't appear in the sharing object list.
- The object Sharing Settings aren't set to private, and there are no Sharing Rules in Salesforce before archiving the Case record.
- You excluded sharing in Exclude Share Objects under Archive Settings.
- The Case policy hasn't run yet. To confirm this, go to the Activities tab.
Q: Can I remove the limitation for the Sharing Settings?
A: Yes. This change is immediate. No recalculation is required.
Q: Can I change the object sharing table?
A: When an object has been submitted, it isn't possible to make changes.
Q: I saved the Case share in the Search Settings. Does the recalculation impact my current OWD for Case sharing?
A: No. the recalculation is an Archive internal process and has no impact on the OWD.
Q: I added the Archive Widget Restriction Rule to the Case Share. Then I unarchived a Case. What would be the Sharing Rules of the newly created record?
A: When a record is unarchived, it's added to your org with its current sharing configuration. In this example, a new Case is added according to the current Salesforce OWD Sharing Settings of the Case object.
Q: When the queue is record owner, do all users in the queue have access to that record?
A: Yes.
Q: I've assigned a widget rule, but end users can still access records outside their permission set. What do I check to resolve this issue?
A: Verify that the user doesn't have these permission sets or profiles assigned.
- Archive Override Widget Sharing Rules permission set
- Archive Admin permission set
- System Admin profile, or any other custom administrative profile
