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Difficulty: MediumRole Hierarchy and Sharing Rules

Apex Medical Devices tracks field service activities using a custom object named Device_Maintenance_Log__c. The Organization-Wide Default (OWD) for this object is set to Private, and the Grant Access Using Hierarchies option has been deselected to prevent managers from automatically seeing draft logs created by technicians. Once a maintenance log status is set to 'Submitted', field service managers must be able to view and edit all submitted logs created by technicians within their branch. Which configuration should the administrator implement to meet this requirement?

  1. Create a criteria-based sharing rule on Device_Maintenance_Log__c that grants Read/Write access to the Field Service Managers role when the status equals 'Submitted'.Answer
  2. B
    Re-enable the Grant Access Using Hierarchies setting on the Device_Maintenance_Log__c object to restore access for managers.
  3. C
    Create a Permission Set with 'Modify All' object permissions for Device_Maintenance_Log__c and assign it to Field Service Managers.
  4. D
    Change the Organization-Wide Default (OWD) for Device_Maintenance_Log__c to Public Read-Only.

Answer

Create a criteria-based sharing rule on Device_Maintenance_Log__c that grants Read/Write access to the Field Service Managers role when the status equals 'Submitted'.
Creating a criteria-based sharing rule is the correct solution because it evaluates field values (Status = 'Submitted') and grants Read/Write record access specifically to the designated role (Field Service Managers). This leaves draft records private to technicians while fulfilling the requirement for submitted logs.

Step-by-Step Solution

1
Analyze the baseline security model and restrictions
The custom object has an OWD of Private and 'Grant Access Using Hierarchies' is unchecked, meaning no automatic upward role hierarchy access occurs.
When hierarchy access is disabled, implicit record access propagation up the role tree is turned off.
2
Evaluate the conditional sharing requirement
Managers need access only when record Status = 'Submitted'. Draft records must remain unshared.
Owner-based sharing rules share all records regardless of field values, whereas criteria-based sharing rules can evaluate field values like Status.
3
Select the appropriate sharing mechanism
Construct a criteria-based sharing rule matching Status = 'Submitted' that grants Read/Write access to the Field Service Managers role.
Criteria-based sharing rules selectively open up access to target roles/groups without altering object-level permissions or re-enabling broad hierarchy inheritance.

Key Concept

Criteria-Based Sharing Rules vs. Hierarchy Access
Estimated Time:1m 30s
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Topics

Role Hierarchy and Sharing Rules

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