Salesforce Developer Data Security Role Hierarchy


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// Salesforce - Developer - Data Security - Role Hiearchy:

Salesforce offers a user role hierarchy that you can use together with sharing 
settings to determine the levels of access users have to your organization’s 
data. Users assigned to roles near the top of the hierarchy (normally the CEO, 
executives, and other management) get to access the data of all the users who 
fall directly below them in the hierarchy.

Role hierarchies don't have to match your org chart exactly. Instead, each role 
in the hierarchy should just represent a level of data access that a user or 
group of users needs. The role hierarchy enables these behaviors:

1. A manager will always have access to the same data as his or her employees, 
   regardless of the org-wide default settings.

2. Users who tend to need access to the same types of records can be grouped 
   together—we'll use these groups later when we talk about sharing rules.

Depending on your organization’s sharing settings, roles can control the level 
of visibility that users have into your organization’s data. Users at any given 
role level can view, edit, and report on all data owned by or shared with users 
below them in the role hierarchy, unless your organization’s sharing model for 
an object specifies otherwise. Specifically, in the Organization-Wide Defaults 
related list, if the Grant Access Using Hierarchies option is disabled for a 
custom object, only the record owner and users granted access by the 
organization-wide defaults receive access to the object's records.

Beyond setting the organization-wide sharing defaults for each object, you can 
specify whether users have access to the data owned by or shared with their 
subordinates in the hierarchy. For example, the role hierarchy automatically 
grants record access to users above the record owner in the hierarchy. By 
default, the Grant Access Using Hierarchies option is enabled for all objects, 
and it can only be changed for custom objects.

To enable or prevent sharing access using hierarchies for any custom object:

1. From Setup type "Sharing Settings" into the Quick Find box.

2. Click on "Sharing Settings"

3. Click on Edit in the Organization Wide Defaults section. 

4. Uncheck the "Grant Access Using Hierarchies" if you want to prevent 
   users from gaining automatic access to data owned by or shared with their 
   subordinates in the hierarchies.

Implementing a role hierarchy in the platform is easy once you have an idea of 
what the hierarchy should look like. It's best to start with your company's org 
chart and then consolidate different job titles into single roles wherever 
possible. For example, if a software development group has a staff software 
engineer and a junior software engineer, these positions can be consolidated 
into a single Software Engineer role in the hierarchy. Once that's done, you 
can get started defining the role hierarchy itself.

To define a role hierarchy:

1. From Setup, enter Roles in the Quick Find box

2. Click on Roles. 

3. If you see an introductory splash page called Understanding Roles, 
   click Set Up Roles at the bottom of the page to skip the introduction and go
   directly to the actual tool.

   The default view for this page is the tree view, as indicated in the 
   drop-down list on the far right side of the Role Hierarchy title bar. When 
   creating a role hierarchy, it's probably easiest to stick with this or the 
   list view, because they both make it easy to see how the roles all fit 
   together in the hierarchy. The sorted list view is best if you know the name 
   of a role that you want to find but aren't sure where it fits in the 
   hierarchy, or if you don't want to click open all the tree nodes. For our 
   purposes, we'll stick with the tree view.

   When you first start defining a role hierarchy, the tree view displays a 
   single placeholder node with the name of your organization. From this point, 
   we need to add the name of the role that is highest up in the hierarchy—in 
   our case, the CEO.

   If you're building your app with a free Developer Edition organization, you 
   may have a role hierarchy predefined as a sample. That's all right. You can 
   still follow along and create some more roles.

4. Just under the company name, click Add Role.  If the CEO role already exists, 
   click Edit.

5. In the Label text box, enter CEO. The Role Name text box autopopulates with 

6. In the "This role reports to" text box, click the lookup icon Lookup icon and 
   click Select next to the name of your organization.

   By choosing the name of the organization in the This role reports to text 
   box, we're indicating that the CEO role is a top-level position in our role 
   hierarchy and doesn't report to anyone.

7. In the Role Name as displayed on reports text box, enter CEO. This text is 
   used in reports to indicate the name of a role. Since you may not want a long 
   role name, like Vice President of Product Development, taking up too much 
   space in your report columns, it's advisable to use a shortened, yet easily 
   identifiable, abbreviation.

8. Leave any other options, such as Opportunity Access, set to their defaults. 
   These access options don't have anything to do with our Recruiting app, and 
   only appear if you have the org-wide defaults for a standard object set to a 
   level more restrictive than Public Read/Write.

9. Click Save

To assign appropriate user to a role:

1. From Setup, enter Roles in the Quick Find box

2. Click on Roles. 

3. Click on the appropriate role to open the role detail page.

4. Click on "Assign Users to Role"

5. In the "Available Users" drop-down list, select "All Unassigned"

6. Choose a user from the list, and click Add to move her to the 
   "Selected Users" list.

7. Click Save.

To speed up the process of adding a new role, click Add Role directly under the 
name of the role to which the new role should report. When you do this, the 
"This role reports to" text box is automatically filled in with the name of 
the appropriate role.
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