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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 |
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.
- If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
- From Setup, in the Quick Find box, enter Sharing Settings, then select Sharing Settings.
- In the Sharing Rules related list for the object, click New.
- 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.
- Optionally, enter a description of the sharing rule, up to 1,000 characters.
- For the rule type, select Based on record owner.
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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.
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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 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.
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Select sharing access settings for users. Some access settings aren’t available for some
objects or in some situations.
Note Contact Access isn’t available when the organization-wide default for contacts is set to Controlled by Parent.
- Click Save.
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.
