Sharing
The Salesforce data access framework that determines which users can see and edit which records, encompassing org-wide defaults, role hierarchy, sharing rules, manual sharing, teams, and territory-based sharing.
Definition
The Salesforce data access framework that determines which users can see and edit which records, encompassing org-wide defaults, role hierarchy, sharing rules, manual sharing, teams, and territory-based sharing.
In plain English
“Sharing is the Salesforce data access framework that determines who can see and edit which records. It encompasses org-wide defaults, role hierarchy, sharing rules, manual sharing, teams, and territory-based sharing, all working together for record-level access control.”
Worked example
A Salesforce admin at Ridgeway Legal designs the org's Sharing model for confidential client matters. She sets Org-Wide Defaults on the Matter__c custom object to Private (nobody outside the owner can see matters). The Role Hierarchy rolls Matter access up to regional managing partners. A criteria-based Sharing Rule extends visibility to the conflicts-check team for any Matter where a checkbox "Requires Conflicts Review" is true. Manual sharing lets case-specific collaborators join on a per-record basis. Five complementary Sharing mechanisms work together to give each user exactly the access their role demands - no more, no less.
Why Sharing matters
Sharing is the Salesforce data access framework that determines which users can see and edit which records, encompassing org-wide defaults, role hierarchy, sharing rules, manual sharing, teams, and territory-based sharing. Together, these mechanisms define record-level access control for every object in the org.
The sharing model starts with org-wide defaults (the baseline), then opens up access through role hierarchy (upward visibility), sharing rules (group-based grants), manual sharing (one-off grants), and teams/territories (deal-specific and geographic grants). Understanding how these layers interact is one of the most important Salesforce admin skills because misconfigured sharing either blocks legitimate access or exposes data inappropriately.
How organizations use Sharing
Designs sharing models with least privilege, starting restrictive and opening deliberately.
Documents their sharing architecture for admin reference and governance.
Audits sharing periodically to ensure access matches current organizational needs.
Trust & references
Straight from the source - Salesforce's reference material on Sharing.
- Sharing and Record Access FeaturesSalesforce Help
- Sharing RulesSalesforce Help
🧠 Test your knowledge
Q1. What is Sharing in Salesforce?
Q2. What are the sharing mechanisms?
Q3. What's the starting principle?
Discussion
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