Create Sharing Rules

Follow Along with Trail Together

Want to follow along with an expert as you work through this step? Take a look at this video, part of the Trail Together series.

(This clip starts at the 55:30 minute mark, in case you want to rewind and watch the beginning of the step again.)

Create Sharing Rules

At present, information is visible only to its owners and users above them in the role hierarchy. Create sharing rules for other users who also require access.

1. From Setup, enter Sharing Settings in the Quick Find box, and select Sharing Settings.
   
2. In the Manage sharing settings for: picklist, select Opportunities.
   
3. Under Opportunity Sharing Rules, click New and complete the details.
   

   Field	Label
   Label	Share Won Opportunities with Account Receivable
   Rule Type	Select: Based on criteria
   Criteria	Field: Won, Operator: Equals, Value: True
   Share with	Roles: Accounts Receivable
   Access Level	Read/Write

4. Click Save, and then click OK on the confirmation message.
   

Create Sharing Rules for Recruiting Read Users

For confidentiality reasons, Applicant, Interviewer, and Position records have been made Private. But members of the recruitment team need to collaborate on each other’s records, and VPs need Read access to all open Positions.

Create a sharing rule to give recruiting users read access to each other’s Applicant records.

1. From Setup, enter Sharing Settings in the Quick Find box, and select Sharing Settings.
   
2. In the Manage sharing settings for: picklist, select Applicant.
   
3. Under Applicant Sharing Rules, click New and complete the details.
   

   Field	Label
   Label	Share Applicants Between Recruiters
   Rule Type	Select: Based on record owner
   Applicant: owned by members of	Roles: Recruiter
   Share with	Roles: Recruiter
   Access Level	Read Only

4. Click Save, and then click OK on the confirmation message.
   

Create a sharing rule to give recruiting users Read access to each other’s Interviewer records.

1. Choose Interviewer from the Manage sharing settings for dropdown.
   
2. Under Interviewer Sharing Rules, click New, and then complete the rule details.
   

   Field	Value
   Label	Share Interviewers Between Recruiters
   Rule Type	Select: Based on record owner
   Interviewer: owned by members of	Roles: Recruiter
   Share with	Roles: Recruiter
   Access Level	Read Only

3. Click Save, and then click OK on the confirmation message.
   

Create a sharing rule to give recruiting users Read/Write access to each other’s Position records.

1. Choose Position from the Manage sharing settings for: dropdown.
   
2. Under Position Sharing Rules, click New, and then complete the rule details.
   

   Field	Value
   Label	Share Positions Between Recruiters
   Rule Type	Select: Based on record owner
   Position: owned by members of	Roles: Recruiter
   Share with	Roles: Recruiter
   Access Level	Read/Write

3. Click Save, and then click OK on the confirmation message.
   

Create a public group for all VPs.

1. From Setup, enter Public Groups in the Quick Find box and select Public Groups.
   
2. Click New and complete the group details.
   

• Label: VPs
• Group Name: VPs

3. From the search picklist, select Roles.
   
4. Select all the VPs in the list and click the Add arrow to add them to the Selected Members list.
   

5. Click Save.
   

Create a sharing rule to give VPs read access to all open positions.

1. From Setup, enter Sharing Settings in the Quick Find box and select Sharing Settings.
   
2. Choose Position from the Manage sharing settings for: dropdown.
   
3. In the Position Sharing Rules section, click New, and then complete the rule details.
   

   Field	Value
   Label	Share Open Positions with VPs
   Rule Type	Based on criteria
   Criteria	Field: Status, Operator: equals, Value: Open
   Share with	Public Groups: VPs
   Access Level	Read Only

4. Click Save, and then click OK on the confirmation message.
   

You just finished giving the Recruitment team and VPs access to the information they need about applicants and open positions. In the final step of this project, you set up Accounts teams so that sales reps and support reps can collaborate on the customer accounts they share. 

We won’t check any of your setup. Click Verify Step to proceed to the next step in the project.