A role hierarchy represents a level of data access that a user or group of users needs. Users assigned to roles near the top of the hierarchy (normally the CEO, executives, and other management) get to access the data of all the users who fall directly below them in the hierarchy.
The role hierarchy enables these behaviors:
- A manager will always have access to the same data as his or her employees, regardless of the org-wide default settings. For custom objects, you can override this behavior by deselecting the Grant Access Using Hierarchies checkbox. However, we want our role hierarchy to apply to all of our custom objects, so leave the checkboxes selected.
- Users who tend to need access to the same types of records can be grouped together—we’ll use these groups later when we talk about sharing rules.
Steps to set up role hierarchy :
From Setup, enter Roles in the Quick Find/Search box, then select Roles. If you see an introductory splash page called Understanding Roles, click Set Up Roles at the bottom of the page to skip to the actual tool.
If you’re building your app with a free Developer Edition organization, you may have a role hierarchy predefined as a sample.
- Just under the company name, click Add Role
If the CEO role already exists, click Edit.
- In the Label text box, enter CEO. The Role Name text box auto populates with CEO.
- In the This role reports to text box, click the lookup icon and click Select next to the name of your organization.
By choosing the name of the organization in the This role reports to text box, we’re indicating that the CEO role is a top-level position in our role hierarchy and doesn’t report to anyone.
- In the Role Name as displayed on reports text box, enter CEO. This text is used in reports to indicate the name of a role.
- Leave any other options, such as Opportunity Access, set to their defaults. These access options only appear if you have the org-wide defaults for a standard object set to a level more restrictive than Public Read/Write.
- Click Save.
Now that you’ve created your first role, you can assign the appropriate user to it.
- Click CEO to open the CEO role detail page.
- In the CEO role detail page, click Assign Users to Role.
- In the Available Users drop-down list, select All Unassigned.
- Choose a user from the list, and click Add to move to the Selected Users for CEO list.
- Click Save.
Similarly, other roles are to be created and assigned users to it.
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