How To Create Sharing Groups

Overview
Creating new Sharing Groups is a useful procedure if you wish to define record-level permissions to users. See the tutorial below to learn how to create a Sharing Group in BillingPlatform.

Procedure
Step 1. Access the Sharing Group Creation Menu

Access the role creation menu through the Setup tab, then under Security folder select "Sharing Groups". You will be presented with the current list of Sharing Groups in your application or a blank list in case there are none defined yet such as the example below:



Step 2. Create the Sharing Group

Begin the Sharing Group creation wizard by selecting the New button. You will be shown the following form.



Complete the fields using the following table as a guide.

Field Name Description
Sharing Group Name Enter the desired name of the Sharing Group.
USERNAME Users that are existing in the system can be added here right away. Use the + and - buttons on the side of the table to add/remove rows.


Select the Submit button to save the new sharing group.

Step 3. Add The Rules

Now that the Sharing Group has been created, it is not time to add the rules. Click the Sharing Group Rule child node of the Sharing Group that you created. The list of rules will be shown (if any). If there is only one rule existing, it will be automatically opened in view mode. In this example, since this is a new Sharing Group, there will be no rules:

Click the New button to start creating the rule.

In this screen, select the entity that the rule will apply to using the pulldown listbox. Click Next to move to the next section of the wizard.

Fill up the fields as appropriate. Refer to the table below for the field definitions.

Field Name Description
Cascade Permissions Applicable for entities with child objects. When this is checked, the permission will also apply to records in the child object.
Filter Logic This will indicate how the entity access rows will be evaluated. The AND and OR operators along with parenthesis for grouping can be used here.
Entity Access This table allows you to add fields that will be used for the filter logic.
Column Definition
Field Name Select the field that will be evaluated. The object reference model can be used here so parent, child, and lookup records can be accessed here.
Condition  Select the condition that the field will be compared with against the value such as EQUALS, NOT IN etc.
Value  String value that will be used for the comparison. 

In the example below, the sharing group will restrict users that is assigned to it to only access Account records that are of type Special Account and are currently ACTIVE accounts.

Click Save to save the rule. Repeat the steps for creating rules for additional rules that need to be evaluated, particularly when dealing with multiple entities.

 

Related
Sharing Groups - Allows the creation of record level rules to control what the platform users can access from a records perspective.

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