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Difficulty: EasyRole Hierarchy and Sharing Rules

An administrator is configuring record access for a custom object named Vendor_Contract__c. The Organization-Wide Default (OWD) for the object is set to Private. The administrator needs to ensure that managers automatically gain access to vendor contract records owned by their subordinates in the role hierarchy, and that members of the Procurement Team public group gain Read/Write access whenever a contract's status is set to 'Approved'. Which two configuration steps should the administrator take to fulfill these access requirements?

  1. Ensure the Grant Access Using Hierarchies checkbox remains selected on the custom object definition.Answer
  2. Create a criteria-based sharing rule on Vendor_Contract__c that shares records with the Procurement Team public group when Status equals 'Approved'.Answer
  3. C
    Deselect the Grant Access Using Hierarchies checkbox on Vendor_Contract__c so that role hierarchy access does not interfere with criteria-based rules.
  4. D
    Assign a new profile to members of the Procurement Team to grant additive record-level access based on record field values.

Answer

The administrator must keep the 'Grant Access Using Hierarchies' checkbox selected on the custom object and create a criteria-based sharing rule targeting the Procurement Team public group when the Status field equals 'Approved'.
Keeping 'Grant Access Using Hierarchies' enabled ensures users above the record owner in the role hierarchy automatically receive access to records owned by subordinates. Creating a criteria-based sharing rule allows granting Read/Write access to a specified public group whenever field conditions (Status = 'Approved') are met.

Step-by-Step Solution

1
Review how role hierarchy access works for custom objects when OWD is Private.
By default, 'Grant Access Using Hierarchies' is selected for custom objects, ensuring users above the owner in the role hierarchy inherit access.
Maintaining this setting fulfills the requirement for managers to access subordinate records.
2
Evaluate record sharing requirements based on field criteria.
Create a criteria-based sharing rule on Vendor_Contract__c where Status equals 'Approved', sharing Read/Write access with the Procurement Team public group.
Criteria-based sharing rules extend access based on field values rather than record ownership.

Key Concept

Role Hierarchy and Sharing Rules
Estimated Time:1m 0s
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Topics

Role Hierarchy and Sharing Rules

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