What Is Sharing Rules In Salesforce?

Are you curious to know what is sharing rules in salesforce? You have come to the right place as I am going to tell you everything about sharing rules in salesforce in a very simple explanation. Without further discussion let’s begin to know what is sharing rules in salesforce?

Salesforce, a leading Customer Relationship Management (CRM) platform, empowers organizations to manage and leverage their data for improved customer relationships and business growth. One essential feature that contributes to this capability is “Sharing Rules.” Sharing Rules in Salesforce allow businesses to precisely control and expand the accessibility of data to users within their organization. In this blog post, we’ll explore what Sharing Rules are, how they work, and their significance in managing data access within Salesforce.

What Is Sharing Rules In Salesforce?

Sharing Rules in Salesforce are a set of automated rules that determine the level of access to specific records in Salesforce objects, such as accounts, leads, opportunities, and custom objects. They enable organizations to extend data access to certain users or groups of users without compromising data security.

Key Components Of Sharing Rules:

  1. Criteria: Sharing Rules are defined based on specific criteria that records must meet to be shared. For instance, you can create Sharing Rules to share all opportunities with a certain stage to a particular group.
  2. Groups or Roles: Sharing Rules use Salesforce’s role hierarchy and public groups to define who should gain access to the shared records. You can grant access to roles or groups at different levels within your organization.
  3. Records: You specify the records that should be shared based on the criteria you’ve defined. These records can belong to various standard or custom objects in Salesforce.

How Do Sharing Rules Work?

Sharing Rules work in tandem with Salesforce’s OWD (Organization-Wide Defaults) settings. OWD settings define the baseline level of access for records across the organization. Sharing Rules then refine these settings, granting access to specific records that meet the defined criteria.

Here’s How Sharing Rules Typically Work:

  1. Record Meets Criteria: When a record meets the criteria defined in a Sharing Rule, it becomes eligible for sharing.
  2. Role Hierarchy or Groups: Sharing Rules specify which roles or groups should have access to the shared records.
  3. Access Granted: Access to the eligible records is granted to users in the specified roles or groups, regardless of their position in the role hierarchy.
  4. Access Revoked: If the criteria for sharing are no longer met (e.g., the record is updated and no longer meets the criteria), access can be automatically revoked.

The Significance Of Sharing Rules In Salesforce

  1. Data Security: Sharing Rules help maintain data security by allowing organizations to selectively share records while keeping others private. This ensures that sensitive information remains protected.
  2. Collaboration: Sharing Rules enable cross-functional collaboration by providing access to relevant records to specific teams or individuals, fostering teamwork and efficiency.
  3. Customization: Organizations can tailor Sharing Rules to suit their unique business processes, ensuring that data access aligns with their operational requirements.
  4. Compliance: Sharing Rules aid in maintaining compliance with regulatory requirements by controlling access to sensitive data.
  5. User Adoption: By ensuring that users have access to the data they need, Sharing Rules can improve user adoption and the overall effectiveness of Salesforce as a CRM tool.


Sharing Rules in Salesforce are a critical component of data management and security within the CRM platform. They empower organizations to strike a balance between data protection and collaboration, ensuring that the right users have access to the right data at the right time. By leveraging Sharing Rules effectively, businesses can harness the full potential of Salesforce to enhance customer relationships and drive growth.


What Is The Purpose Of Sharing Rules In Salesforce?

Sharing rules help users to share records based on conditions. It is basically created for objects whose organization-wide defaults (OWD) are set to public read-only or private because sharing rules can only extend the access and not restrict it.

What Is The Difference Between Sharing Rules And Owd In Salesforce?

OWD sets the restrictions, and additional mechanisms open up access. To provide this access, Salesforce provides a component known as Sharing Rules. With sharing rules, one can share records with users who don’t have access to the records. Sharing rules allocate access to users in public groups, roles, or territories.

What Is The Difference Between Roles And Sharing Rules In Salesforce?

Sharing rules act as a bypass of org-wide defaults and the role hierarchy. They offer ways to share records when certain users, roles, territories, or public groups still need access to records despite the org-wide defaults and role hierarchy configuration.

What Is The Maximum Number Of Sharing Rules?

A general sharing rules limit that counts for all sharing rules, including criteria-based. The default limit is 300 and can be increased to a maximum of 500 through a Support case. Separate criteria-based sharing rules limit. The default limit is 50 and can be increased to a maximum of 200 through a Support case.

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