Creating Account Sharing Rules

Account sharing rules can be based on the record owner or on other criteria, including record type and certain field values. You can define up to 300 account sharing rules, including up to 50 criteria-based sharing rules.

1. If you plan to include public groups in your sharing rule, confirm that the appropriate groups have been created.
2. From Setup, enter Sharing Settings in the Quick Find box, then select Sharing Settings.
3. In the Account Sharing Rules related list, click New.
4. Enter the Label Name and Rule Name. The Label is the sharing rule label as it appears on the user interface. The Rule Name is a unique name used by the API and managed packages.
5. Enter the Description. This field describes the sharing rule. It is optional and can contain up to 1000 characters.
6. Select a rule type.
7. Depending on the rule type you selected, do the following:
   • Based on record owner—In the owned by members of line, specify the users whose records will be shared: select a category from the first drop-down list and a set of users from the second drop-down list (or lookup field, if your organization has over 200 queues, groups, roles, or territories).
   • Based on criteria—Specify the Field, Operator, and Value criteria that records must match to be included in the sharing rule. The fields available depend on the object selected, and the value is always a literal number or string. Click Add Filter Logic... to change the default AND relationship between each filter.

     To use a field that’s not supported by criteria-based sharing rules, you can create a workflow rule or Apex trigger to copy the value of the field into a text or numeric field, and use that field as the criterion.

     Note

8. In the Share with line, specify the users who get access to the data: select a category from the first drop-down list and a set of users from the second drop-down list or lookup field.
9. Select a setting for Default Account, Contract and Asset Access.
10. In the remaining fields, select the access settings for the records associated with the shared accounts.

    Access Setting	Description
    Private (available for associated contacts, opportunities, and cases only)	Users can’t view or update records, unless access is granted outside of this sharing rule.
    Read Only	Users can view, but not update, records.
    Read/Write	Users can view and update records.

    Contact Access is not available when the organization-wide default for contacts is set to Controlled by Parent.

    Note

11. Click Save.