Creating Sharing Rules

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:

  1. Go to Setup and search for Sharing Settings.
  2. In Manage sharing settings for, select <object>.
  3. 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>.
  4. 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.

  1. 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:

  1. Navigate to Setup and search for Sites.
  2. 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.