2020 07-08 fireside chat sharing architecture

Agenda
● Welcome / Introduction
○ Say Hello / Self Introduction / Icebreaking
● Sharing Architecture Overview
○ Introduction
○ Types of Data Access
○ Considerations
● Wrap up
○ Session feedback
○ Take a Capture :)

Past meeting
● 4. 04 The impact COVID 19 has had on you
● 4. 11 Ask Salesforce Certification Anything!
● 4. 18 Fireside chat (Tip & Resource)
● 4. 25 Certification story contest
● 5. 02 Lightning Flow
● 5. 09 Ask an Expert Online
● 5. 27 Virtual Dreamin’
● 6. 10 Dynamic Pages
● 6. 24 Implicit Sharing

Sharing Architecture Overview
⚫ Introduction
⚫ Types of Data Access
■ License
■ Components
⚫ Considerations

The Salesforce sharing model is an essential element in your organization's ability to
provide secure application data access. Therefore, it's crucial to architect your sharing model
correctly to meet your current and future data access requirements.
Not Covered
The topics not covered in Data Accessibility Architecture:
• Folder access
• Content access
• Chatter access
• Knowledge Base access
• Ideas, Questions/Answers access
• Salesforce2Salesforce
• Mobile data accessibility
Introduction

License
• Full Sharing Model Usage Users/Licenses
• High Volume Customer Portal License
• Chatter Free License
Types of Data Access
Components
• Profiles and Permission Sets
• Record Ownership and Queues
• Organization-Wide Defaults
• Role Hierarchy
• Public Groups
• Ownership-based Sharing Rules
• Criteria-based Sharing Rules
• Manual Sharing
• Teams
• Territory Hierarchy
• Account Territory Sharing Rules
• Programmatic Sharing
• Implicit Sharing

Full Sharing Model Usage Users/Licenses
Most Standard Salesforce license types take full advantage of the sharing model components. The license
might not make a module accessible, or even some objects accessible. For example, the Free edition can't
access any CRM objects. However, the sharing entities, and functionality, still exists and is ready when and if the
module ever does become active.
High Volume Customer Portal License
High Volume Customer Portal (HVPU) license users (including Community and Service Cloud license users) do
not utilize the sharing model. HVPU licenses have their own sharing model that works by foreign key match
between the portal user (holding the license) and the data on Account and Contact lookups. HVPU license is
only used for the Customer Portal and not the Partner Portal.
Chatter Free License
The Chatter Free license doesn't follow the standard sharing model. Chatter Free is a collaboration-only
license with the following features: Chatter, Profile, People, Groups, Files, Chatter Desktop, and limited
Salesforce app access. The license doesn't have access to CRM records (standard or custom objects) and
Content functionality, and therefore, there is no sharing.
License

Profiles and Permission Sets
Profiles and permission sets provide object-level security by determining what types of data users see and
whether they can edit, create, or delete records. For each object, the “View All” and “Modify All” permissions
ignore sharing rules and settings, allowing administrators to quickly grant access to records associated with a
given object across the organization. These permissions are often preferable alternatives to the “View All Data”
and “Modify All Data” administrative permissions.
Profiles and permission sets also control field-level security, which determines the fields within every object
that users can access. For example, an object may have 20 fields, but field-level security can be set up to
prevent the users from seeing five of the 20 fields.
Components

Record Ownership and Queues
Every record must be owned by a single user or a queue. The owner has access to the record, based on the
Object Settings for the owner’s profile. For example, if the owner’s profile has Create and Read permission on an
object, but not Edit or Delete permission, the owner can create a record for the object and see the new record.
However, the owner won't be able to edit or delete the record. Users higher in a hierarchy (role or territory) inherit
the same data access as their subordinates for standard objects. Managers gain as much access as their
subordinates. If the subordinate has read-only access, so will the manager. This access applies to records owned
by users, as well as records shared with them.
Queues help you prioritize, distribute, and assign records to teams who share workloads. Queue members and
users higher in a role hierarchy can access queues from list views and take ownership of records in a queue.
If a single user owns more than 10,000 records, as a best practice: Ownership skew
The user record of the owner should not hold a role in the role hierarchy.
If the owner's user record must hold a role, the role should be at the top of the hierarchy in its own branch of
the role hierarchy.
Components

Organization-Wide Defaults
Organization-wide sharing settings specify the default level of access users have to each others’ records. You use
organization-wide sharing settings to lock down your data to the most restrictive level, and then use the other
record-level security and sharing tools to selectively give access to other users. For example, let’s say users have
object-level permissions to read and edit opportunities, and the organization-wide sharing setting is Read-
Only. By default, those users can read all opportunity records, but can’t edit any unless they own the record
or are granted additional permissions.. Organization-wide defaults are the only way to restrict user access to a
record.
Organization-wide default settings can be changed from one setting to another (private to controlled by parent,
then back to private); however, these changes require sharing recalculation and depending on volume could
result in very long processing times.
For custom objects only, use the Grant Access Using Hierarchies setting, which if unchecked (default is checked),
prevents managers from inheriting access. This setting is found in the organization-wide default settings.
Components

Role Hierarchy (1/2)
A role hierarchy represents a level of data access that a user or group of users needs. The role
hierarchy ensures that managers always have access to the same data as their employees,
regardless of the organization-wide default settings. Role hierarchies don't have to match your
organization chart exactly. Instead, each role in the hierarchy should represent a level of data
access that a user or group of users needs.
An organization is allowed 500 roles; however, this number can be increased by Salesforce. As a
best practice, keep the number of non-portal roles to 25,000 and the number of portal roles to
100,000.
As a best practice, keep the role hierarchy to no more than 10 levels of branches in the hierarchy.
When a user's role changes, any relevant sharing rules are evaluated to correct access as
necessary. Peers within the same role don't guarantee them access to each other's data.
Components

Role Hierarchy (2/2)
Modeling the role hierarchy begins with understanding how the organization is structured. This is
usually built from understanding a manager’s scope, starting from the top. The CEO oversees
the entire company. The CEO usually has direct reports that can then be segmented by Business
Unit (Sales or Support) or geographical region (EMEA, APAC). That person then has direct reports
that could be further segmented, and so on. Although this sounds very much like an HR
organizational chart, and we have said they might be very much alike, keep in mind, when
modeling data access, focus on data accessibility with a consideration to HR reporting.
Overlays are always the tricky part of the hierarchy. If they're in their own branch, they'll require
either sharing rules, teams, or territory management to gain needed access. If they are folded
into the hierarchy, there might be reporting implications.
It's important to spend the time setting up the role hierarchy because it's the foundation for
the entire sharing model.
Components

Components
Role Hierarchy Use Cases
Management access – the ability for managers to be able to see and do whatever their
subordinates can see and do.
Management reporting – the ability for reporting to roll up in a hierarchical fashion so that anyone
higher in the hierarchy sees more data than those below them.
Segregation between organizational branches – different business units don’t need to see each
other’s data; having a hierarchy in which you can define separate branches allows you to segregate
visibility within business units, while still rolling visibility up to the executive levels above those units.
Segregation within a role – in many organizations/applications, people who all play the same role
should not necessarily see each other’s data. Having hierarchical roles allows you to define a “leaf”
node in which all data is essentially private, and still roll that data up to a parent role that can see all.

Public Groups
A public group (not Chatter group) is a collection of individual users, roles, territories, and so on, that all have a
function in common. Public groups can consist of:
• Users, Customer Portal Users, Partner Users
• Roles, Internal Subordinates, Internal and Portal Subordinates, Portal Roles, Portal Roles and Subordinates
• Territories, Territories and Subordinates
• Other public groups (nesting)
Groups can be nested (Group A nested into Group B), however don't nest more than five levels. Nesting has an impact
on group maintenance and performance due to group membership calculation. As a best practice, keep the total
number of public groups for an organization to 100,000.
Components

Components
Public Groups Use Cases
When you need to provide access to an arbitrary group of people, you create a public group to collect them, and
then use other sharing tools to give the group the necessary access. Group membership alone doesn't provide
data access.
Groups can also be nested inside each other, therefore, allowing a nested group to gain the same access as the
group in which it is contained. This allows the creation of smaller, ad-hoc hierarchies that don’t necessarily interact
with the role or territory hierarchies. If Group A is a member of Group B, then the members of Group A will have
access to data shared to Group B at the same access level as the members of Group B.
Groups also have the ability to protect data shared in the group from being made accessible to people in the role
hierarchy above the group members. This (and dealing with the access of record owners and their management
hierarchy) allows the creation of groups in which very highly confidential information can be shared—the data will
be accessible ONLY to group members, and nobody else in the organization. This is accomplished by using the Grant
Access Using Hierarchies setting.

Ownership-based Sharing Rules
Ownership-based sharing rules allow for exceptions to organization-wide default settings and the role hierarchy that
give additional users access to records they don’t own. Ownership-based sharing rules are based on the record owner
only. Contact ownership-based sharing rules don't apply to private contacts(not related Account).
As a best practice, keep the number of ownership-based sharing rules per object to 1,000.
Components
Ownership-based Sharing Rule Use Cases
Role-based matrix management or overlay situations: a person in Service needs to be able to see some Sales data, but
they live in different branches of the hierarchy, so you can create a rule that shares data between roles on different
branches.
To provide data access to peers who hold the same role/territory.
To provide data access to other groupings of users (public groups, portal. roles, territories). The members of the
groupings who own the records can be shared with the members of other groupings.

Criteria-based Sharing Rules
Criteria-based sharing rules provide access to records based on the record’s field values (criteria). If
the criteria are met (one or many field values), then a share record is created for the rule. Record
ownership is not a consideration.
As a best practice, keep the number of criteria-sharing rules per object to 50; however, this can be
increased by Salesforce.
Components

Manual Sharing
Sometimes it’s impossible to define a consistent group of users who need access to a particular set of records. In those
situations, record owners can use manual sharing to give read and edit permissions to users who would not have access
to the record any other way. Although manual sharing isn’t automated like organization-wide sharing settings, role
hierarchies, or sharing rules, it gives record owners the flexibility to share particular records with users that need to see
them.
Manual sharing is removed when the record owner changes or when the sharing access granted doesn't grant
additional access beyond the object's organization-wide sharing default access level. This also applies to manual shares
created programmatically.
Only manual share records can be created on standard objects. Manual share records are defined as share records with the
row cause set to manual share.
All share records (standard and custom objects) with a row cause set to manual share can be edited and deleted by
the Share button on the object's page layout, even if the share record was created programmatically.
Components

Teams
A team is a group of users that work together on an account, sales opportunity, or case. Record owners can build a
team for each record that they own. The record owner adds team members and specifies the access level each team
member has to the record. Some team members can have read-only access, while others have read/write.
Only owners, people higher in the hierarchy, and administrators can add team members and provide more access to
the member. A team member with read/write access can add another member who already has access to the record
with which the team is associated. The team member can't provide them additional access.
Creating a team member in the app creates two records: a team record and an associated share record. If you create
team members programmatically, you have to manage both the team record and associated share record. There is
only one team per record (Account, Opportunity or Case). If multiple teams are needed, depending on your specific
needs consider territory management or programmatic sharing
The team object is not a first-class object. You can't create custom fields, validations rules, or triggers for teams
Components

Territory Hierarchy
The territory hierarchy is a single dimensional, additional hierarchy which can be structured by
business units or any kind of segmentation in a hierarchical structure. When territory management is
enabled you must manage both the role hierarchy and territory hierarchy.
Territories exist only on Account, Opportunity and master/detail children of Accounts and
Opportunities. As a best practice, keep the territory hierarchy to no more than 10 levels of branches in
the hierarchy. If the assignment rules for a territory are changed, sharing rules using that territory as
the source will be recalculated. Likewise, if the membership of a territory changes, any ownership-
based sharing rules that use the territory as the source will be recalculated.
Components

Territory Management Use Cases
Multiple groups of people (multiple teams) require either read-only or read/write access to accounts.
An additional hierarchical structure (different from the role hierarchy) is needed.
A single user needs to hold multiple levels in the hierarchy.
Global users (GAM – global account manager) need to see everything from the global account
downward.
Components

Account Territory Sharing Rules
Account territory sharing rules become available only when the original territory management
feature has been enabled for an organization. These sharing rules provide access to Account records
that have been stamped with the Territory defined in the rule.
Account Territory Sharing Rule Use Case
To provide data access to accounts within a territory (not based on ownership) to a grouping of users.
Applies only to accounts and when territory management is enabled.
Components

Programmatic Sharing
Programmatic sharing (formally Apex-managed sharing) allows you to use code (Apex or other) to build
sophisticated and dynamic sharing settings when a data access requirement cannot be met by any
other means.
If you create a share record programmatically, and the out-of-box row cause (manual share) is used,
then you can maintain this share record with the Share button in the app. The share record is subject
to all rules with the manual share row cause such as deletion upon owner transfer.
Review https://developer.salesforce.com/page/Using_Apex_Managed_Sharing_to_Create_Custom_Recor
d_Sharing_Logic before you consider using programmatic sharing.
Components

Programmatic Sharing Use Cases
No other method of sharing (declarative) meets the data access needs.
There is an existing, external system of truth for user access assignments which will continue to drive
access and be integrated with Salesforce.
Poor performance by using native sharing components. (Usually applies to very large data volumes)
Team functionality on custom objects.
Components

Implicit Sharing
Implicit sharing is automatic. You can neither turn it off, nor turn it on—it is native to the application. In other words,
this isn't a configurable setting; however, it's very important for any architect to understand.
Parent, Child, Portal , High Volume, High Volume Parent
For more information, see the recording of the previous meeting.
https://www.youtube.com/watch?v=GDdwB6Icu4Q
Components

Role Hierarchy
• Make simple, it should be possible to flatten
• Use territory hierarchy as your “sales” hierarchy if there need other hierarchy
• Don’t making the role hierarchy and territory hierarchy identical
Teams
• Territory hierarchy is better to do it there than to use teams
• Only implement teams if no other existing sharing component will satisfy the requirement
Realignment and Reassignment
• Considered are the volume of changes and the number of cascading changes that each change will cause
• Hierarchy structural changing can be resource expensive
Considerations

Large Data Volumes
• The modeling for the initial rollout or a realignment change are testing out your changes in a sandbox is highly
recommended before production.
• Have implemented teams or Territory Management, you especially need to pay attention to performance
Defer Sharing Calculations
• Enabled by Salesforce Support to defer automatic sharing calculations.
Data Skews/Ownership Skews
• As a best practice, keep the ratio as close to 1:10,000 as possible (lower is preferred)
• The user record of the owner should not hold a role in the role hierarchy. Or be at the top of the hierarchy
• We will be holding a session in the near future
The Account Hierarchies Impact on Data Access
• the account hierarchy does not drive access between two Account records with a parent/child relationship
Considerations

A Guide To Sharing Architecture
• https://resources.docs.salesforce.com/226/latest/en-
us/sfdc/pdf/sharing_architecture.pdf
User Licenses
• https://help.salesforce.com/articleView?id=users_understanding_license_types.htm
Sharing a Record Using Apex
• https://developer.salesforce.com/docs/atlas.en-
us.apexcode.meta/apexcode/apex_bulk_sharing_creating_with_apex.htm
Source

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