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            Define Sharing Rules

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            Define Sharing Rules

            If you have an existing Volunteers for Salesforce org that has been upgraded to the Salesforce Winter '20 release and have enabled the Secure Guest User Record Access setting, create sharing rules to give guest users access to your records.

            For information about guest user sharing settings, see Secure Guest Users’ Sharing Settings and Record Access .

            Important
            Important

            Organization-Wide Defaults (OWDs) will no longer be applied to Site Guest Users for new orgs created after the Salesforce Winter '20 release. Site Guest Users must be granted access via Criteria Based Sharing. If your org is new, this setting will be in place by default. Existing org will need to check the Secure Guest User Record Access checkbox.

            Note
            Note When following the steps provided by Salesforce to enable the Secure Guest User Record Access setting, click Edit. Scroll past all the Objects to Other Settings, and check Secure Guest User Record Access.

            To determine which sharing rules to create, use the criteria below

            • If the OWD for Contact is not set to Controlled by Parent, you need to create sharing rules for Campaign and Contact.

            • If the OWD for Contact is set to Controlled by Parent, you need to create sharing rules for Campaign and Account.

            Note
            Note Contacts are considered private, and cannot be shared, if they're not associated with an Account. If you don't have automations like the NPSP Household Account Model that automatically assigns a Contact to an Account, consider using Signup Bucket Account On Create in V4S Custom Settings.

            The sharing rules in this article are examples. We encourage you to set up sharing based on your org's needs.

            Define Campaign Sharing Rules

            To define Campaign sharing rules:

            Note
            Note For Jobs and their related Shift and Hours records to display on the Volunteers Site, the Campaign must be shared with the Site Guest User.
            1. Click Setup, then click Setup.
            2. Enter Sharing Settings in the Quick Find box, then click Sharing Settings.

            3. Scroll down to Campaign Sharing Rules related list.

            4. In the Campaign Sharing Rules related list, click New.

            5. In the Label field, enter Volunteers Site Guest User.

            6. In the Rule Name field, enter Leave Default derived from the Label.

            7. In the Rule Type field, enter Guest user access, based on criteria.

            8. Select the records to share:

              • Field: Active

              • Operator: equals

              • Value: True

            9. In the Select the users to share with section, enter Volunteers Site Guest User (your site name might be different).

            10. In the Select the level of access for the users section, set Campaign Access to Read Only.

            11. Click Save.

            Criteria Based Sharing Rule for Campaign

            Define Contact Sharing Rules

            To define Contact sharing rules:

            Note
            Note When the Organization-Wide Default for the Contact object is set to Controlled by Parent, you will need to share at the Account level instead. Contacts are considered private, and cannot be shared, if they're not associated with an Account.
            1. Click Setup, then click Setup.
            2. Enter Sharing Settings in the Quick Find box, then click Sharing Settings.

            3. Scroll down to Contact Sharing Rules related list.

            4. In the Contact Sharing Rule related list, click New.

            5. In the Label field, enter Volunteers Site Guest User.

            6. In the Rule Name field, enter Leave Default derived from the Label.

            7. In the Rule Type field, enter Guest user access, based on criteria.

            8. Select the records to share:

              • Field: Volunteer Status

              • Operator: equals

              • Value: Check all Volunteer Status options

            9. In the Select the users to share with section, enter Volunteers Site Guest User (your site name might be different).

            10. In the Select the level of access for the users section, set Contact Access to Read Only.

            11. Click Save.

            Criteria Based Sharing Rule for Contacts

            Define Account Sharing Rules

            Note
            Note When the Organization-Wide Defaults for the Contact object is not set to Controlled by Parent, you will need to share at the Contact level instead. Contacts are considered private, and cannot be shared, if they're not associated with an Account.
            Note
            Note It's important to know which account or account type is associated with the volunteer's contact record. If your org's Account sharing criteria does not grant access to the right account for volunteers, the Guest Site User won't have access to the Contact and a duplicate Contact will be created. Not sure which account model you are using? If you're using NPSP learn more in Which Account Model Am I Using? If you aren't using NPSP, check with your System Administrator to determine the best sharing rule fields and values to use for granting access to a volunteer’s account.
            1. Click Setup, then click Setup.
            2. Enter Sharing Settings in the Quick Find box, then click Sharing Settings.

            3. Scroll down to Account Sharing Rules related list.

            4. In the Account Sharing Rules related list, click New.

            5. In the Label field, enter Volunteers Site Guest User.

            6. In the Rule Name field, leave the default Rule Name field value as is.

            7. In the Rule Type field, select Guest user access, based on criteria.

            8. Select the records to share. For example, if you want to share Contacts for an Account of a given industry (Nonprofit), you would enter these values:

              Note
              Note Remember, these are examples. We encourage you to set up sharing for your volunteer's Account record as needed for your org.
              • Field: Industry
              • Operator: equals
              • Value: Not For Profit

            9. In the Select the level of access for the users section, set Default Account and Contact Access to Read Only.

            10. Click Save.

            Criteria Based Sharing Rule for Accounts

             
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