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Salesforce > Record Ownership > Flashcards

Record Ownership Flashcards

1
Q

Full Access

A

View, edit, transfer ownership, change record type, delete, share

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2
Q

System Permissions are controlled by:

A

Profiles, permission sets, permission group sets

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3
Q

Types of Admin:

A

System, delegated, custom
(admins get access to all records by default)

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4
Q

Record Permission/Restriction Hierarchy

A

System Permission -> Record Ownership -> Organisation Wide Defaults -> Roles -> Sharing Rules (incl. sharing rules, teams, and manual sharing)

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5
Q

Object Permissions

A

Read, Create, Edit, Delete, View All, Modify All, View Setup, Edit Setup, Delete Setup

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6
Q

Record Owner

A

Given the appropriate profile/permission set permissions, the User owning a record can view, edit, share, transfer, and delete records that they own.

Permissions may include Modify All and View All on any Object.

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7
Q

Queue

A

Queues can act as an “Owner” of records.

Queue members are comprised of any combination of public groups,
roles, roles + subordinates, and users.

A list view is automatically created when a queue is created.

Queue can be used with leads, cases, tasks, or custom objects.

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8
Q

Access to Records that I own:

A

VESTD (ownership privileges):
- View, Edit, Share, Transfer, Delete + Change a record type
- Depends on CRED (if ‘D’ removed from CRED, ‘D’ removed from VESTD as well)

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9
Q

Access to Records that I don’t own:

A

Through:
- Organisation Wide Defaults
- Role Hierarchy
- Sharing Rules
- Manual Sharing (manual + team)

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10
Q

Organisation Wide Default Access Levels:

A

Private, Public Read Only, Public Read / Write, Public Read / Write / Transfer (Leads and Cases)

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11
Q

OWD Private Access:

A

Search for/report on owned records only.

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12
Q

OWD Public Read Only Access:

A

Search for/report on any records
+ Add related records.

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13
Q

OWD Public Read/Write Access:

A

Search for/report on any records
+ Add related records
+ Edit details of records

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14
Q

OWD Public Read/Write/Transfer Access:

A

Search for/report on any records
+ Add related records
+ Edit details of records
+ Change ownership of a record
- Used when wanting to transfer the lead to somebody more experienced

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15
Q

Organisation Wide Defaults are also used to:

A

Implement your Data Access Model
- except setting default level of access users have to records they don’t own
& imposing access restrictions

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16
Q

OWD’s Data Access Models are used to:

A

Set the default level of access users have to records they do not own, for each object

17
Q

Data Access Model Types:

A

Private, Hybrid, Public
+ they cannot be changed on the DETAIL in a tight relationship, because it’s controlled by a parent

18
Q

Default Internal Access is set to:

A

As “open” as possible: Public Read/Write OR Public Read/Write Transfer (for Cases & Leads)

19
Q

Default External Access is set to:

A

As “closed” as possible: Private

20
Q

Private Data Access Model

A

Users can only access records that they own
+ cannot see records owned by other users in reports and search results.

21
Q

Hybrid Data Access Model

A

Users can access records that they own
+ only the records of other users that are necessary for their job function.

22
Q

Public Data Access Model

A
  • No restrictions on record access.
  • Users can view and edit any record that their profile permissions allow.
  • Default Data Access model (Read / Write)
23
Q

Role Hierarchy

A

Open access VERTICALLY to anyone denied access by the OWDs in private or hybrid data models

  • Users in higher roles inherit the special ownership privileges (full access) on all records owned by users in roles below them
  • Custom object records do not have to be inherited
  • Role hierarchy makes you a co-OWNER (2nd way how to become one, 1st way – VESTD)
  • Based on CREDs
24
Q

Roll-up

A

Whatever my subordinates can do, I can do as well

25
Q

Roles are used to:

A

Share data and other components
+ they are used to create public groups
+ they are used in automation
+ they are used to share reports, dashboard, templates

26
Q

Roles and Organisation Hierarchy

A

Roles do NOT have to reflect organisational hierarchy

Roles reflect the organisational chart BUT role hierarchy != organizational chart

27
Q

Implicit Account Access (role hierarchy)

A

Regardless of role, a user who owns a child record of an account (opportunity, case, or contact) gains READ access on that account if they have the right account object permissions
+ you cannot overwrite this rule

28
Q

Associated Record Access (role hierarchy)

A

Defines the level of access an account owner will have to the related records owned by users who are not their subordinates
+ Options available for Contact, Opportunity and Case access are dependent on the OWD set for each object: No Access, View, or Edit

29
Q

Floating Users

A

Users who don’t have a specified role
+ If nobody is above a user, nobody will be able to delete records of that user

30
Q

Sharing Rules are:

A
  • Exceptions to organisation wide defaults
  • Irrelevant to public data access models
  • Designed to give access in one direction only
    + they grant additional record access to groups of users on an object-to-object basis
31
Q

Sharing Rules are:

A
  • Exceptions to organisation wide defaults
  • Irrelevant to public data access models
  • Designed to give access in one direction only
    + they grant additional record access to groups of users on an object-to-object basis
    + non-vertical access
32
Q

Sharing Rules types:

A

Criteria-based & Ownership-based
- Criteria can be Field, Operator, Value

33
Q

Sharing Rules: from which users?

A
  • Public Groups
  • Roles
  • Roles and Subordinates
  • Queues (cases only)
  • Usernames not possible
34
Q

Sharing Rules: to which users?

A
  • Public Groups
  • Roles
  • Roles and Subordinates
35
Q

Sharing Rules: level of access

A
  • Read Only
  • Read / Write
36
Q

Public Groups

A

An administrator-defined grouping of users used to simplify the creation of sharing involving many users.
+ Lateral, horizontal levels in org (sales rep from our and newly acquired company)
+ Can contain individual users, roles, roles and subordinates, and other public groups

37
Q

Manager Groups

A

Are used to share records up or down the management chain using sharing rules or manual sharing
+ They can be used to share records with your management chain, instead of all managers in the same role based on the role hierarchy
+ They can be used wherever other groups are used, such as in a manual share or sharing rule

Salesforce (1 decks)

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