How do I prevent specific Users or Groups from seeing certain contacts?

Question

I have two teams in my organization. I have been tasked  with finding a way to find the contacts of one team from another team. The contacts must be not visible at all. For instance if I had a Contact Named John Doe on team one and John Doe in Team Two. When Team one searches for John Doe, They will only see the contact that they able to see.

Roy Maylone · Accepted Answer

Hi Carlos,

To do this you will need to implement sharing rules. Before making any of the recommended changes test in a testing enviornment or sandbox first.

First you will want to create a field to allow you to "mark" a contact as being part of group 1 or 2.

For example make a picklist field with both options. Then go through and mark all contacts appropriately.

Next create two groups that will allow you to lump your users into 1 of 2 groups. Info about this below:

https://help.salesforce.com/HTViewHelpDoc?id=creating_and_editing_groups.htm&language=en_US

Then change Org Wide Defaults to Private for Contacts (you may also need to do this for Accounts) via Setup | Security Controls | Sharing.

Now go down to sharing rules related list for contacts on the same page and select new. Add a filter that shares the record based on the new field. Info on this below:

https://help.salesforce.com/HTViewHelpDoc?id=security_sharing_rules_create_contact.htm&language=en_US

Sharing Rule overview:

https://help.salesforce.com/HTViewHelpDoc?id=security_about_sharing_rules.htm&language=en_US

Give it a try and if you have any questions I will be happy to help.

Best regards,

Roy

How do I prevent specific Users or Groups from seeing certain contacts?

Data Management

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