Share a Record

Learning Objectives

After completing this unit, you’ll be able to:

• Add participants to a record.
  
• Explain how Compliant Data Sharing resolves conflict of interest.
  
• View sharing access details.
  
• Explain how Compliant Data Sharing is different from other sharing features.
  

Use Compliant Data Sharing

So far, in this badge, you learned how to set up Compliant Data Sharing. Now, it’s time to experience it as if you were a user.

At Cumulus, the Corporate Investment Banking team associate responsible for the Northern Trail Outfitters (NTO) deal is ready to share the financial deal record with their colleagues. Well, only the colleagues who can have access to the record, and no one else.

The associate starts from the NTO-Dorjeling Kitchen Merger financial deal record. In this unit, you follow to learn how to add participants to records.

Add Participants to Financial Deal Records

Each record can have a maximum of 100 individual participants. Follow along to see how the associate adds the first participant, an analyst.

1. Find and select the appropriate deal record.
   
2. On the Financial Deal Participants related list, click New.
   
3. In the New Financial Deal Participant window, specify these details.
   

• Participant: Charlie Melly
  
• Participant Role: Corporate Investment Banking Analyst
  
• Select Active.
  

4. Save your work.
   

The user now has read-only access to the record as specified in the Corporate Investment Banking Analyst described earlier in this badge.

The associate working on this deal also wants to add the rest of the Retail Coverage Team. That’s a great use case for a participant group. Each record can relate to up to 100 participant groups, regardless of the number of participants in each group. Here’s how to connect that.

1. On the Financial Deal Participants related list on the financial deal record, click New.
   
2. In the New Financial Deal Participant window, specify these details.
   
   • Participant: Select Group, then find and select Retail Deal Coverage Team. Click to view the members of the group.
     
   • Participant Role: Corporate Investment Banking Associate
     
   • Select Active.
     
3. Save your work.
   

Both the participant and the participant group show up as related records in the Financial Deal Participants related list.

Click either financial deal participant record name to check the details of the participant record.

Manage Conflicts of Interest with Compliant Data Sharing

Some information is so sensitive that you need an approval system in place before a user can add another user or group as a participant. The simplest solution is to limit who can mark a participant as active.

For example, an associate on Cumulus’s Corporate Investment Banking team wants to share a financial deal record with a colleague from another team. They can create the participant record but not select Active. Another user, such as a compliance officer, can review the participant record, then select Active if there’s no conflict of interest.

Work with your Salesforce admin to automate and simplify this process with Approvals, Flow Builder, Triggers, and other Salesforce tools. Check the Resources section of this unit for more information.

View Sharing Access Details

As financial deals develop, more users sometimes need access to a record. How do you track them all?

The Sharing Detail page lists all participants with access to a deal record, their type of access, and the reason for access. Only the system admin and the record owner can see the Sharing Detail page and the share table entries.

On the Sharing Detail page, you can see the features that grant a participant access to the record, and the access level each feature provides for that record.

A few things to remember about the Sharing Detail page:

• You see nonowner participants on the Sharing Detail page only when their level of access exceeds that granted by org-wide defaults.
  
• If you change the org-wide sharing defaults or the default access level for a participant role, the Sharing Detail page updates to reflect the change.
  
• If a participant has access to a record through multiple sharing features, they get the most permissive access.
  

Compliant Data Sharing fits with other sharing features and provides an extra layer of security over them. Salesforce offers other sharing features such as Account Teams, Opportunity Teams, Case Teams, and master-detail relationships. If your business uses these features, you must understand Compliant Data Sharing’s compatibility with them.

This Sharing Detail page can get busy if you use a few different features together. For example, by using Account Teams and Opportunity Teams is similar to sharing data manually. You determine the access level that a team member has, and it’s independent of the role the member plays in the context of that record. Compliant Data Sharing is different, because you assign a contextual role to the participant, and the participant gets data access automatically based on the default access level configured for that participant role. It’s consistent across the org. You can use Account Team and Compliant Data Sharing in the same org, but there are separate share table entries on the Sharing Detail page, which can confuse your users.

Also, if you use master-detail relationships, the master object determines access to the detail object, such as who can view the detail's data. Use Compliant Data Sharing with master-detail relationships, but only with the master object and not with the detail object, as parent objects determine sharing in Compliant Data Sharing.

Read View Users with Compliant Data Sharing Record Access to learn more about the Sharing Detail page.

Wrap Up

In this badge, you learned that Compliant Data Sharing helps teams such as Cumulus’s Corporate Investment Banking group share confidential client data without compromising security or compliance.

Compliance managers appreciate how Compliant Data Sharing handles all aspects of compliance with minimal customization and provides them with control over who has access to client data and to what level. Deal teams and others appreciate how easy it’s to manage who can view the data. Admins love Compliant Data Sharing because it’s simple to manage, without custom code and extended development time.

Now that you understand Compliant Data Sharing, how can you use it to help your teams share information securely and compliantly?

Resources

• Salesforce Help: Share Records Using Compliant Data Sharing
• Salesforce Help: View Users with Compliant Data Sharing Record Access
• Salesforce Help: Automate Your Approvals with Flow Approval Processes
• Salesforce Developers: Triggers