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Sharing Rules

(OBX) Board Sharing Rules

Precursive Boards OWD sharing settings are set as Private with Access Granted Using Hierarchies enabled by default. However, default settings can be changed and here you can learn how.

  • 07-Jan-2025
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(OBX) Board Sharing Rules
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Board-Sharing-Rules
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Precursive OBX Board Organization-Wide Default sharing settings are set as Private with Access Granted Using Hierarchies enabled by default - only the owner and team members on the Board will see the Board and its Tasks. On top of that, because 'Grant Access Using Hierarchies' option is enabled, users above the Board owner in the role hierarchy will also see their subordinates' Boards by default.
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However, Salesforce Administrators can modify the Precursive Boards default sharing settings if your organization requires to give certain users, or all users visibility and/or edit access to boards that they don't own or are not part of.

⚠️ As a best practice, we do not recommend changing the OWD sharing settings of Precursive objects. We advise using Sharing Rules to selectively grant access to Precursive data and create a Public Group (group of users) you can assign Sharing Rules to). When you create a new Sharing Rule, you can define what records should be shared and with whom - either specific Roles and Subordinates or a Public Group - and what access they should gain to the specified records.

How to Create a Public Group

  1. Navigate to the Salesforce Setup
  2. Search in the Quick Find, select 'Public Groups' and click 'New'
  3. Define Label and Group Name
  4. Select the relevant 'Available Members' (=users) and move them to the 'Selected Members' column
  5. Click Save.

How to Create a Sharing Rule

  1. From Salesforce Setup, search in the Quick Find and select Sharing Settings
  2. In 'Manage sharing settings for:' select Precursive Board
  3. Scroll down to the 'Sharing Rules' section and click 'New'
  4. Select whether you want to share based on Record Owner or based on Criteria
  5. In the 'Select Users to share with' section, select the Public Group you just created
  6. Click Save.

Examples of Board Sharing Rules

Example 1: Share all Boards with all Users

Create a sharing rule using the default public group 'All Internal Users' to share with 'All Internal Users' then decide the Access Level.

Example 2: Share only some Boards with all Users Read-only

If we only want to share certain boards with all users then we first want to create a custom field on the Precursive OBX Board to help determine which Boards to share. This could be a just a checkbox which the owner could check to make the Board Public.

When defining the sharing rule you will want to select rule type 'Based on criteria'. Then select the criteria as 'Public' equals 'True'. Then select to share with 'All Internal Users' then decide the Access Level.

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