1) Under Accounts, I create a new record type BMG Product Management and assign it to BMG Operations Profile, Group Manager Profile and Admin profile to view it.
2) Under Account classification (child to Account) - Its a custom object and fall under Account as related list with Master Detail Relations. I create a record type - BMG Product Management.
3) In Sharing Rule - For Accounts - I say Account Owned by member of BMG Product Management group. Share with BMG Product Managment group. Assing Read/Write access to Accounts, Contacts and Asset and Private to Opportunity and Case Access.
Once done this - I test it by logging in as another user of another group - I am able to view the record under this record type. I dont want any other user of different group in any profile to access the records of this record type.
What am I doing wrong?
Hi Charu,
The important distinction here is that Record Types do not control record visibility. Assigning a Record Type to only certain profiles determines which record types those users can create/use, but it does not prevent other users from viewing existing Account records of that Record Type.
To restrict visibility, check the Account sharing model:
- Set the Account OWD to Private if appropriate.
- Review the Role Hierarchy, since users higher in the hierarchy may inherit access to records.
- Check all Account Sharing Rules, including the rule you created.
- Also check manual sharing, Account Teams, and any other mechanisms that may be granting access.
Your sharing rule is explicitly granting access to members of the BMG Product Management group, but the other users may be getting access through another sharing mechanism.
If the requirement is specifically "users outside these groups must never see Accounts with this Record Type", you'll need to design the Account sharing model around ownership/sharing rather than relying on the Record Type.
