Data Sharing

By using Data Sharing security, it is possible to limit certain users to only see certain data. This is a powerful and highly configurable feature provided by the Force.com platform. The nuances are too complex to go into here and are well documented in the Force.com documentation. For a quick primer, here is a great introduction.

Improveit! 360 has some built in settings to support Data Sharing for Sales Reps. This will allow a Sales Rep to login but only see Marketing Tasks and Appointments that are for them. This walkthrough will describe how to set up a system so that Sales Reps only see their own Prospects, Marketing Tasks, Lead Sources, and Appointments.

To set up Data Sharing for Sales Reps:

  1. Login as the Administrator and navigate to Setup | Security Controls | Sharing Settings
  2. For any users that should be able to see all the data, make sure that Modify All is selected on their profile for the Prospect, Marketing Task, Lead Source, and Appointment.
  3. For the users that you are limiting access to, make sure their Profile does NOT have Modify All or Read All selected for the Prospect, Marketing Task, Lead Source, and Appointment objects.
  4. Change the Default Access to Private on the Prospect, Marketing Task, Lead Source, and Appointment. Click Save.
  5. Navigate to the All Tabs page and click Settings. Click the Advanced sub-tab.
  6. In the Marketing Tasks section, set all three Auto-Share fields are set to Enabled: Read/Write. This will allow anyone who has a Marketing Task assigned to them to be able to view and edit the Marketing Task and it's associated Prospect and Lead Source.
  7. In the Appointments section, set all three Auto-Share fields are set to Enabled: Read/Write. This will allow anyone whois set as Sales Rep 1 or Sales Rep 2 on an Appointment to be able to view and edit the Appointment and it's associated Prospect and Lead Source
  8. Click Save. The system will retroactively apply the new sharing settings to existing records.

Tips:

  1. To see a list of all the users who can see a given record, login as the Administrator and view the record. There will be a 'Sharing' . Click the 'Sharing' button and a list of who can see the record and why will be displayed. If the button is missing, make sure that the object has its Sharing Settings set to Private.
  2. To verify your Sharing settings are correct as you implement them, instruct one of the Sales Reps to Grant Login Access. This will allow you to login and see exactly what they will see after the sharing settings are applied.
  3. Even more complex and customized sharing can be set up by utilizing the native Force.com Sharing Rules.