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20,790 Points

In Pilot/Beta

Kuldeep Tyagi

Criteria Based Sharing rules: Allow Lookup/formula/dynamic values and user field

Customization & App Building

At present Lookup fields and formula fields are not allowed to create sharing rules. Due to which duplicate text fields need to created and maintained.

There is lot of requirement based on which we need to dynamically decide who need to have access, that thing can be implemented easily if dynamic values are allowed. These dynamic values can be in form of formulas or result of calculation of multiple fields.

Also, there should be provision of including cross-reference object's field to form part of sharing rule on both left or right side of the criteria.

Further, to this there must be provision of providing access to a user which is refered in the object (master or detail ) itself. For example, If Sales Manager is a user field in a custom object, which is selected by user dynamically then we should be able to assign the access to Sales Manager populated in custom object record. To explain further, there are situations where we can have n- number of users in master-detail relationship on detail object side. In that case we should also be able to provide access to users populated in users field in detail object records.

I have 8 applications running in SalesForce that require such kind of feature. But due to lack of functionality, we have to write thousands lines of code for each application.That does not comply with 'NO SOFTWARE' strategy.

Criteria based sharing is wonderful feature. Make it useful, by providing above features.

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Latest Comment from Salesforce

Larry Tung - 1 month ago

Thank you for voting and commenting.
With the Spring '21 release, we will allow more dynamic visibility through Restriction Rules. Custom Objects is currently being worked on (pilot in Summer '21).
Work with your account team to be nominated into the Restriction Rule pilot.
See the Restriction Rule trailblazer group for further details.

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Comments ( 304 )

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Menachem Shanowitz - 4 days ago

In the meantime, while we wait for the pilot, I created an app to solve this problem. Its called Unleash Your Formula https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3u00000MS8T1EAL.

It simply copies and syncs formula fields to non-formula fields. This allows you to use the synced "static" (non-formula) field in your sharing rules. Voila

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Larry Tung - 1 month ago

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Pawel Gumiela - 2 months ago

+1, fully agree, it makes a lot of sense to be able to use lookup fields for this purpose
- Flag
Michael Bucci - 2 months ago

Seriously... this is so needed.
- Flag
Sebastián Aramburu - 3 months ago

Having this functionality will simplify lots of security scenarios.

Thanks.
- Flag
Luke L. Xi - 3 months ago

This is needed for sure!
- Flag
Mahmood Ashraf - 3 months ago

need to have the formula based fields available in CBS. come on salesforce deliver it after 8 years.
- Flag

Lawrence Newcombe - 4 months ago

For a free and no/low code solution, take a look at my app for this: https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000FR5TCUA1

Configuring rules is as easy as setting up criteria or ownership based equivalents (see https://cloudsundial.com/formulashare-creating-a-rule), but text, formula or lookup fields specifying users, roles or groups can be referenced.

By using the related object capabilities of formula fields there's no need to stamp records with text values just to control who gets access. With the latest version it's also possible to share based on values in child records as well.

The app's 100% free and open source and already used in production orgs of all sizes across many sectors - hope you find it useful!

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Lydia Sharpin - 4 months ago

Yes! Then I won't need apex sharing!!!!
- Flag
PoornaChandra P - 5 months ago

Very much need functionality. it willl reduce lot of efforts.
- Flag
Aniket Pandey - 5 months ago

Yes, much needed functionality, there are many scenarios where sharing is needed based on Formula or lookup fields
- Flag

Micah Seneshen - 5 months ago

Not solved.

Dynamic values and formulas are still not accepted in the Sharing Rule value field.

The Community Sharing Set's expression builder would be an ideal UI for this, as it can reference any lookup field and even the current user context.

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Axel Duheme - 5 months ago

SOLVED!!

On your Look-up field, set the "Lookup Options" : "What to do if the lookup record is deleted?" to "Don't allow deletion of the lookup record that's part of a lookup relationship."

Then this lookup will become available as "[Lookup field label] ID" for that object's sharing rules !

Sometimes Salesforce works in mysterious ways... :)
I hope this helps you guys as much as it did for me, I also used to have custom text fields updated via processes/triggers to offer this kind of sharing rule...

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Cody Enboden - 6 months ago

This would make a lot of sharing rules so much easier to set-up. In an era where data privacy is so prominent this is a definite need.
- Flag
Fedi Mimouna - 6 months ago

Yes we need it.
- Flag

Kuldeep Tyagi

8 years ago

20,790 Points In Pilot/Beta

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