Day 12 | Salesforce Bootcamp 2023 | Data Security | Record Level Security | OWD, Role, Sharing Rules

Introduction

This tutorial provides a step-by-step guide on data security in Salesforce, focusing on record-level security, organization-wide defaults (OWD), roles, and sharing rules. Understanding these concepts is essential for anyone looking to manage data access effectively within Salesforce.

Step 1: Understand Organization-Wide Defaults

• Organization-wide defaults (OWD) dictate the baseline level of access for all users in your Salesforce organization.
• Access levels include:
  • Public Read/Write: All users can view and edit records.
  • Public Read Only: All users can view records, but only the owner can edit.
  • Private: Only the record owner and users above them in the role hierarchy can view and edit records.
• Tip: Choose the OWD that aligns with your organization's security needs. Start with the most restrictive option and adjust as necessary.

Step 2: Set Up Roles

• Roles determine the level of visibility users have into each other's data.
• Hierarchical structure allows users in higher roles to access records owned by users in lower roles.
• Steps to create roles:
  1. Navigate to Setup in Salesforce.
  2. Search for "Roles" in the Quick Find box.
  3. Click on "Roles" and then "Set Up Roles".
  4. Define the role hierarchy according to your organization’s structure.
• Common Pitfall: Ensure roles are appropriately assigned; an incorrect setup can lead to unauthorized access or data visibility issues.

Step 3: Configure Sharing Rules

• Sharing rules allow for exceptions to the OWD settings, providing additional access to specific groups of users.
• Types of sharing rules include:
  • Owner-based rules: Grant access based on record ownership.
  • Criteria-based rules: Grant access based on specific field values.
• Steps to create sharing rules:
  1. Go to Setup.
  2. In the Quick Find box, type "Sharing Settings".
  3. Select the object for which you want to create a sharing rule.
  4. Click on "New" under the appropriate sharing rule category.
  5. Define the rule criteria and specify which users should gain access.
• Tip: Regularly review sharing rules to ensure they align with current business needs.

Step 4: Review and Audit Data Access

• Regular audits of data access settings help maintain security and compliance.
• Use Salesforce reports to track user access and sharing settings.
• Steps for auditing:
  1. Create reports on user roles and record ownership.
  2. Review sharing rules and OWD settings periodically.
  3. Adjust settings as necessary based on organizational changes or compliance requirements.
• Practical Application: Implement a quarterly review process to evaluate and update access permissions.

Conclusion

Understanding and properly configuring data security in Salesforce is vital for protecting sensitive information. By establishing clear organization-wide defaults, setting up roles, configuring sharing rules, and regularly auditing access, you can create a secure Salesforce environment. As you continue your Salesforce journey, consider exploring additional resources and training to deepen your understanding of data security practices.