In Salesforce, we can share records with different users who have access to each record. When we share the records, the ownership also changes to the shared user.
In this Salesforce tutorial, we will learn about record sharing using Salesforce Flow, what sharing records means, and when we can use it.
Additionally, we will see how to create sharing records in Salesforce Flow with a scenario and explanation.
Sharing Record In Salesforce Flow
What is meant by sharing records in Salesforce?
In Salesforce, there are three types of sharing records:
- Owner-Based Sharing: In this type, we can share records owned by the specific user and determine the access level.
- Criteria-Based Sharing: In this sharing, we can set the conditions as criteria, and when the records meet that criteria, they will be shared with another user.
- Manual Sharing: We can share records manually in public groups, roles, and individual users. While sharing the records manually we can give Read-only or Read/Write access to whom we want to share.
Scenario to Create Custom Logic for Record Sharing in Salesforce Flow:
While working as a Salesforce Admin for a US-based Organization that provides software solutions, I was assigned the task of sharing Case records with the Salesforce Queue. The company currently operates in California, Florida, and Georgia.
Here, the Case raised from any of these regions will be assigned to the queue specifically created to handle the cases of that region. There are the following prerequisites to creating auto-launched flow in Salesforce:
- We need a Custom Picklist Field “Region” on the Standard Case Object with the following values: California, Florida, and Georgia.
- Then, we need Three different Queues to assign cases with the following names: California Queue, Florida Queue, and Georgia Queue.
How to Create a Flow in Salesforce to Share Records
Using the above scenario and the following steps, we will see how to create a flow in Salesforce to share records.
1. Log in to Salesforce Org. -> Click on the Setup. -> Home Tab. -> In Quick Find Box, Search for Flows. You will see an option under Process Automation. -> Click on Flows.
2. Click on the New Flow button to create a new flow.
3. We want to create a flow for creating the records, so we have to select the Record-Trigger flow. Then, click on the Create button.
You can read the whole article on Record-Triggered Flow in Salesforce.
4. Here, in the Object field, we need to select which object we want to create flow. In our scenario, we need to create flow on the Case Object. In the Configure Trigger option, we need to select when we want to invoke this flow.</