Sharing rules can be used to extend sharing access to users within public groups, roles, or territories. Sharing rules are used to create exceptions to the ORG-wide sharing settings.
In this article you will learn how to create sharing rules using public groups.
Create a Public Group
A public group is a way to group users together for easier sharing rule assignment. Think of these as your "Teams". For example: Joe and John need to be able to see each other's records. We would want to make a public group including both Joe and John so we can assign them to the same Sharing rules.
To do this, follow the steps below:
Navigate to the Setup Icon and click Setup
In the Quickfind, type in "Public Groups" and select Public Groups
Click New
Label your group. Make sure this is a label that is easily identifiable as to not confuse you or your team on that its purpose is. Using our previous example, I would label their public group "Joe and Josh" So I know this is a public group with those 2 in it. The Group Name text box will populate automatically when you click it.
In the Search Dropdown, Choose from a variety of options such as Users, Public Groups, and Roles.
In the Available Members list, choose the users you would like to be added to the group and click the Add arrow
Click Save
Now that we have our Public Group created, let's move on to creating our Sharing Rule!
Create a Sharing Rule
Navigate to the Setup Icon and click Setup
In the Quickfind, type in "Sharing Settings" and select Sharing Settings
This will take you to the ORG-wide defaults page.
3. In the Manage sharing settings for drop-down list, choose the object you want to
create the sharing rule on.
4. In the Sharing Rules area, click New and give your rule a label. Again--make sure this is a label that is easy to understand.
a. The Rule Name text box populates automatically when you click it.
5. For the rule type, you can choose whether the sharing rule is based on the owner or based on criteria that records must match to be included.
6. For Select which records to be shared, select a category from the first dropdown list, and a set of users from the second dropdown list or lookup field.
7. For Select users to share with, specify the users who get access to the data.
8. Select a sharing access setting.
9. Click Save.
To learn more, check out this interactive trailhead module: Define Sharing Rules
For Visual Learners: