Want to get the most from your Salesforce Manual Sharing practices? Check out these best practices that ensure success.

As a Salesforce user, Manual Sharing can help you access the data and services you need to succeed. However, Manual Sharing can also be risky if not used appropriately. Utilizing best practices and following certain guidelines can ensure that your Manual Sharing efforts are as successful and secure as possible.

Understand the object model

Knowing the object model behind your Salesforce instance is essential for successful Manual Sharing. This includes understanding the relationships between objects and understanding how each object interacts with other objects. Creating a comprehensive map of your business logic and key data points will give you a better understanding of what data can be shared, who should have access to it, and through which areas of the instance.

Enforce user roles and responsibilities

Make sure that all users know their roles and responsibilities when it comes to manual sharing. To ensure the safety of your customer data, each user must be aware of who is responsible for what. Having clearly defined roles will help you avoid confusion and potential data misuse. Additionally, users should also be mindful of the data they cannot access due to Salesforce Manual Sharing restrictions.

Share appropriate objects in the org

There is no one-size-fits-all approach to manual sharing, but there are certain rules you should follow. First, only share the objects required for users to perform their jobs, and limit sharing of which are not needed. This will help restrict your data exposure without limiting users’ access to necessary information. Additionally, make sure that users can only access the fields they need and that they don’t have any unnecessary permissions.

Use automation tools to streamline operations

Automating and streamlining your manual sharing operations can prove to be a valuable asset. Using automation tools not only ensures that sharing of objects is consistent without errors, but it also helps in reducing the time spent on manual entry of data. When creating your automation rules, make sure to prioritize the objects that have the highest data sensitivity. This will help you ensure that the data security and compliance requirements are met for all users.

Monitor manually shared records regularly

Monitoring manually shared records regularly is key to ensuring that the data security and compliance requirements are met. Make sure to review sharing rules, such as internal access, external access, account sharing, etc., regularly to ensure that only the intended user can have access to particular objects. Instigate proper procedures for dealing with anomalies in the system so that if any changes happen, close monitoring of all users is maintained.

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