RECORD ACCESS (CONFIGURATION & SETUP)

Who sees what

What is record access in Salesforce?

Controls which records a user can see or edit

What is the Salesforce record access model order?

OWD then role hierarchy then sharing rules then manual sharing

What are Org-Wide Defaults (OWD)?

The baseline level of record access for all users

What are the common OWD settings?

Private Public Read Only Public Read Write

What does Private OWD mean?

Users can only see records they own unless access is granted

What does Public Read Only OWD mean?

Users can see all records but only edit ones they own

What does Public Read Write OWD mean?

Users can see and edit all records

What is the first thing to check when a user cannot see a record?

Org-Wide Defaults

What is the role hierarchy?

A structure that grants managers access to records owned by subordinates

Does role hierarchy affect standard objects?

Yes

Does role hierarchy affect custom objects by default?

No unless Grant Access Using Hierarchies is enabled

What type of access does role hierarchy provide?

Vertical access

What are sharing rules?

Rules that automatically grant record access beyond OWD

When are sharing rules used?

When OWD is Private or Public Read Only

What are the two types of sharing rules?

Owner based and criteria based

What is an owner based sharing rule?

Shares records based on who owns the record

What is a criteria based sharing rule?

Shares records based on field values on the record

Who can records be shared with via sharing rules?

Roles Roles and Subordinates or Public Groups

What are public groups?

Collections of users roles or roles and subordinates

Why are public groups used?

To simplify sharing with multiple users

Can public groups be used in sharing rules?

Yes

What is manual sharing?

Ad hoc sharing of a single record by a user

Who can manually share records?

Record owners or users above them in the role hierarchy

Does manual sharing override OWD?

Yes it grants additional access

Can sharing rules restrict access?

No they only grant additional access

Exam rule for record access troubleshooting?

Always start with OWD

Exam scenario users in same role cannot see each others records what is the cause?

OWD is Private

Exam scenario managers can see team records why?

Role hierarchy

Best practice for record access?

Keep OWD as restrictive as possible and open access with sharing rules