Creating Sharing Rules

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Using the table below, broken down by Sites, create Sharing Rules for each object based on the site type configured in your org. Replace the items in < > below with the information listed in the table:

Go to Setup and search for Sharing Settings.
In Manage sharing settings for, select <object>.
Under Sharing Rules > <object> Sharing Rules, select New.
1. In the Step 1: Rule Name, enter Label = <Label>. Rule Name will automatically populate with this value.
2. In Step 2: Select your rule type, select the radio button option <Rule Type>.
3. In Step 3: Select which records to be shared enter the <Records to be Shared>.
4. In Step 4: Select the users to share with, select <Users to Share With>.
5. In Step 5: Select the level of access for the users, select <Level of Access>.
Delete any existing Sharing Rules that are based on Public Groups for the <Object> listed.

Note: BEFORE deleting Sharing Rules, make a note of or back-up the original rules/group in case you need to recreate them.

Select Save.

Appointment Scheduler

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
Community Theme	Appointment Site Users**	Guest User Access, Based on Criteria	Created by ID starts with 005	Appointment Site Users**	Read Only
Note: If Allow customers to self-register is ON for your Appointment site, you must also add a Sharing Rule for the User object.

Engage

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
Engage Room	Engage Site User	Guest User Access, Based on Criteria	Created by ID starts with 005	Engage Site User	Read Only
Engage Room Configuration	Engage Site User	Guest User Access, Based on Criteria	Created by ID starts with 005	Engage Site User	Read Only
Engage Meeting Reason	Engage Site User	Guest User Access, Based on Criteria	Created by ID starts with 005	Engage Site User	Read Only
Users	Engage Site User	Guest User Access, Based on Criteria	Active = TRUE	Engage Site User	Read Only

Events

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
User	Events Site Guest User	Guest User Access, Based on Criteria	Active equals True	Events Site Guest User	Read Only
Community Theme	Events Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Site Guest User	Read Only
Community Theme	Events Community Site Guest User***	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Community Site Guest User***	Read Only
Discount	Events Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Site Guest User	Read Only
Events Custom Code	Events Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Site Guest User	Read Only
Location	Events Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Site Guest User	Read Only
Organization Event	Events Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Site Guest User	Read Only
Pending Cart	Events Community Site Guest User***	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Community Site Guest User***	Read Only
Recommended Events	Events Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Events Site Guest User	Read Only

Online Application

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
User	Online Application Site Guest User	Guest User Access, Based on Criteria	Active equals True	Online Application Site Guest User	Read Only
Community Theme	Online Application Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Online Application Site Guest User	Read Only
Pending Cart	Online Application Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Online Application Site Guest User	Read Only

Payments

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
Pending Cart	Payment ResponseSite Users	Guest User Access, Based on Criteria	Created by ID starts with 005	Payment ResponseSite Users	Read Only
Payment Connector	Payment ResponseSite Users	Guest User Access, Based on Criteria	Created by ID starts with 005	Payment ResponseSite Users	Read Only

Portal

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
User	Portal Site Guest User	Guest User Access, Based on Criteria	Active equals True	Portal Site Guest User	Read Only
Pending Cart	Portal Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Portal Site Guest User	Read Only
Community Theme	Portal Site Guest User	Guest User Access, Based on Criteria	Created by ID starts with 005	Portal Site Guest User	Read Only

Surveys

<Object>	Step 1: Rule Name <Label>	Step 2: <Rule Type>	Step 3: <Records to be Shared>	Step 4: <Users to Share With>	Step 5: <Level of Access>
Survey	Survey Site User	Guest User Access, Based on Criteria	Created by ID starts with 005	Survey Site User	Read Only
Survey Response	Survey Site User	Guest User Access, Based on Criteria	Created by ID starts with 005	Survey Site User	Read Only

Note: If you have MULTIPLE sites for Portal, Online App, etc. You must create a sharing rule for EACH based on the details outlined above.

* Newer institutions may not be using an AppTracker Site user. To verify, complete the following:

Navigate to Setup and search for Sites.
If you have a site called ‘AppTracker’, OR a Site URL that contains AppTrackerLanding proceed with the steps to create Sharing Rules.

** Appointment Scheduler Communities ONLY.

*** Events Communities ONLY.