How to Create Owner-Based Sharing Rules in Salesforce

In Salesforce, an owner-based sharing rule gives access to records owned by certain users. A key feature that contributes to collaboration in org. is sharing rules, which determine how records are shared with users.

As a system admin, you must be aware of the importance of seamless data access within your organization. In this Salesforce tutorial, we’ll explore the concept of owner-based sharing rules in Salesforce and how it can help manage data access effectively.

What are Owner-Based Sharing Rules in Salesforce?

In Salesforce, Owner-based sharing rules are used to extend access to records based on the ownership of those records. This means that users who own certain records can share them with others based on predefined criteria, ensuring that relevant information is accessible to the individuals within the organization.

Create an Owner-Based Sharing Rule in Salesforce Lightning

To create an Owner-Based sharing Rule in Salesforce Lightning, log in to your Salesforce account then follow the below steps.

1. Navigate to the setup page of Salesforce Lightning, and for that, click on the settings icon, then select Setup in the dropdown.

2. On the Setup of Salesforce Lightning, go to the Quick Find box, then search and select Sharing Settings.

Salesforce Lightning Create Owner based Sharing rule

3. In the setup of Sharing Settings, scroll down to the Sharing Rules section of the object and click on the New button.

In this example, I will create a sharing rule for the Lead object.

4. In this step, enter the name of the rule in the Label field. In this example, I have entered the label as Marketing Leads Rule.

See also  How to Create Named Credential in Salesforce

The field Rule Name will be auto-filled according to the entered Label.

You can also enter an optional description of the sharing rule, up to 1,000 characters.

Create Owner based Sharing rule in Salesforce

5. In the field Rule Type, select the option Based on Record Owner.

Create Owner based Sharing rule for object in Salesforce

6. In this step, we will specify which users’ records will be shared in this sharing rule. Select the owned by members category from the first dropdown, and in the second dropdown, select the set of users.

Salesforce Create Owner based Sharing rule in Lightning

7. Now, we will select the users that can access the shared data. In the field Share with, select a category from the first dropdown list and a set of users from the second dropdown list.

Create Sharing rule for object in Salesforce Lightning

8. In this step, we will select the level of access for the users from the Access field. In this example, I have selected the access as Read/Write.

Salesforce Lightning Owner based sharing rule

9. After entering the above fields, click on the Save button.

10. As we click on the Save button, a pop-up window will appear on the screen for the confirmation to create a sharing rule. In this window, click on the OK button.

Owner based Sharing Rule in Salesforce Lightning

As we click on the OK button for confirmation, the sharing rule will be created for the selected object.

Create Owner based Sharing rule for object in Salesforce Lightning

In the above image, we can see that Owner based Sharing rule is created in the Leads Sharing Rules.

In this way, we can create an owner-based Sharing rule in Salesforce Lightning by following the above steps.

Create an Owner-based sharing rule in Salesforce Classic

To set up an Owner-Based Sharing Rule in Salesforce Classic, first switch to the Salesforce Classic edition then follow the below steps.

See also  Create Custom Object Salesforce

1. On the Home page of Salesforce Classic, click on the Setup tab.

2. In the Setup page of Salesforce Classic, go to the Quick Find box in the left sidebar and search, then select Sharing settings.

Setup Owner based Sharing rule in Salesforce

3. In the Sharing Settings setup window, scroll down to the section Sharing Rules and click on the New button of the object in which you have to define the owner-based sharing rule.

In this example, I have selected the Opportunites object to set up an owner-based sharing rule.

Salesforce Classic Create Owner based Sharing rule

4. In the Label field, enter a relevant name for the criteria-based sharing rule. In this case, I have entered the Label field as Opportunity Access Rule

The field Rule Name will be auto-filled according to the entered Label. This field will be referred to as the API name of this sharing rule.

Label Owner based Sharing Rule in Salesforce

5. In the field Rule Type select the option Based on Record Owner.

Create Owner based Sharing rule in Salesforce Classic

6. In this step, we will specify record owners whose records will be shared in this sharing rule.

Select the owned by members category from the first dropdown, and in the second dropdown, select the set of users or subordinates.

Salesforce Classic Owner based Sharing Rule

7. In the Share with the field, we will select the users that can access the shared data and, for that, select a category from the first dropdown list and a set of users from the second dropdown list.

Select user for Owner Based Sharing Rules in Salesforce

8. In this step, we’ll select the access type for the users with whom the records will be shared, and in this example, I have selected the access as Read-only.

Salesforce Classic Create Owner based Sharing rule for object

9. After entering the above fields, click on the Save button.

See also  Add Roles To Role Hierarchy in Salesforce | Create Role Hierarchy in Salesforce

10. As we click on the Save button, a pop-up message will appear on the screen for confirmation to create a sharing rule for the selected object with specified settings. Here, click on the OK button.

Now, the Owner-based Sharing rule will be created for the selected object. In this example, I have created the sharing rule for the Opportunities object so we can view this rule in the Opportunities Sharing Rule.

Custom Owner based sharing rule in Salesforce

In this way, we can create an owner-based sharing rule in Salesforce Classic by following the above steps.

Conclusion

In Salesforce, Owner-based sharing rules in Salesforce provide a dynamic way to manage data access within your organization, and by following the above example you might have insights into setting up owner-based sharing rules in Salesforce Lightning and Salesforce Classic.

Along with this, we also learned about owner-based sharing rules and their use in Salesforce.

You may like to read: