Salesforce Sharing Made Easy

Breaking organizational silos is the core requirement for greater efficiency, effective collaboration, and better results. However, these silos cannot be broken only by collating all the data in a central place like a CRM tool but also by being able to share relevant details with the right people at the right time. Salesforce provides a very flexible, layered data sharing design that allows you to share data with the users who act on it so that the other users can continue working without seeing data that is not relevant to them. In this way, Salesforce maintains data security. The limited access to data means limiting the risk of stealing or misusing information- thus empowering users to do their jobs safely and adroitly.

At present, there is no dynamic way to share an object with roles, groups, or users using a field/formula field ( returning role, group, or user)  on the same object. For instance, you want to share an Account record with a Pre-Sales Analyst who is meeting specific qualifications and its user id is populated on the Account record with a formula field. Now imagine you want to do this for hundreds of accounts. The manual process of adding hundreds of users becomes tedious and time-consuming. Also, writing thousands of lines of coding every time becomes overtaxing. The present scenario demands allowing dynamic values (users decided dynamically for providing them access), calculated using formulas or as a result of multiple fields, for the user field related to a particular object.

 At present, there is no dynamic way to share an object with roles, groups or users using a  field/formula field ( returning role, group, or user)  on the related list.  For example, a Sales order object is associated with an opportunity. There are three different users from the Quotation team, which will work on this Sales Order. Now all these three users also want to see the opportunity details to which Sales Order is related. In such cases, standard sharing rules provided by Salesforce do not work. Even manually sharing records, which requires the intervention of the opportunity owner, becomes exceptionally exhausting. The need for an automated solution- sharing items in the related list, is felt every time. At the same time, data security needs to be ensured. All this means that this Quotation team can view the opportunities, but gets an insufficient privileges error if it tries to see any other opportunity.

Currently, the lookup objects can not inherit sharing from the parent object. This means if Project is the child object related to Account via Lookup, there is no pre-arrangement to determine the Project visibility by who has visibility to the Account. The methods currently used are complicated and expensive. We need a system that provides this functionality to omit the extra effort of writing a thousand lines of code for each application. 

As a Gold Salesforce Consulting Partner, Manras offers a CRM suite that enables businesses of all kinds to streamline day-to-day operations seamlessly. Unlocking the power of Salesforce through its intelligent app, Manras has unfolded the key to solve the above Salesforce Sharing limitations. The app named as ShareIT-O is available on AppExchange.

1. Field-Based Sharing (Overcoming Limitation 1):

ShareIT-O’s Field-based sharing allows to dynamically share a record with a user, role or group using field/formula field values on the same object. Simply

• Select the sharing type as Field.

• Select the field with user details for sharing
• Give kind of access- Read or Edit

Say bye-bye to coding hassles and handle complexities with a smile using the above simple steps.

2. Relationship-Based Sharing (Overcoming Limitation 2)

ShareIT-O’s Relationship-Based Sharing allows to dynamically share a record with a user, role, or group using the field/ formula field on the related object. In this ShareIT-O custom, the setting adds the sharing type as a relation. You need to

• Select the related object

• Select the field by which the relationship is defined

• Select the user field in the related objects with which sharing will be done
• Give kind of access- Read or Edit

So, now you can share the items in the related list using just a few clicks.

3. Inheritance- Based Sharing (Overcoming Limitation 3)

ShareIT-O’s Inheritance-Based Sharing helps the child records inherit visibility from their parent records.  We add

• The object with which look-up relationship exists
• The field which defines the relationship

So, do away with the other complex and expensive methods and simply click-click-go.

Today, data security has become a subject of prime importance. I see people in Salesforce scared to share data due to leakage and misuse. In this aspect, they miss out on conveying or seeking support for some of the most crucial tasks. Even if they try to, extensive coding consumes their time and energy. Amidst all this, Manras’ efforts towards making Salesforce Sharing easy by developing ShareIT-O has been commendable. So the next time, don’t be scared to share insights with the right people at the right time effortlessly. Just Share IT And gO!