Sharing rules grant additional access to records on an object-by-object basis, regardless of where users fall on the role hierarchy. Sharing rules work the same way for external users as they do for internal users. In this article, let us see how to use them for sharing records with Partner users of Realtor Portal in Salesforce.
You can create sharing rules based on owner or based on criteria.
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- Sharing Rule Using an Account Role
Sometimes, the partner users belonging to different accounts need to see each other’s records. For example, partner managers in the Avenue Realty account need read and write access to loans owned by all partner users in Core Realtors. To fulfil this, let us set up a sharing rule that uses the account roles we set up in the previous step (click BUILDING A REALTOR PARTNER PORTAL FOR MORTGAGE FIRMS IN SALESFORCE-IV – Mortgage Banking Technology | Origination Strategy Consulting (takefiveconsulting.com) ).
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- From Setup, enter Sharing in the Quick Find box, then select Sharing Settings.
- Click New under Opportunity Sharing Rules, and enter the following.
- Label: Share Avenue Realty loans
- Rule Name: autopopulates
- Rule Type: Based on record owner
- Select which records to be shared: Portal Roles and Subordinates: Avenue Realty Partner Manager
- Select the users to share with: Portal Roles: Core Realtors Partner Manager
- Select the level of access for the users: Read/Write
- Click Save.
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- Now log in to the partner portal as Babara Levy , the Partner manager of Core Realtors.
- Go to Sales-Loans-All Loans.
- We can see all the loans owned by partner users of Avenue Realty.
2. Sharing records with external users via public groups
Records can be shared via public groups with both internal and external members. For eg. Loans based in major cities which are regarded as high priority loans can be shared in a public group so that the partner managers of accounts in the portal aswell as internal user above the partner managers in the Role hierarchy can be made aware of them.
To accomplish this, create a public group that includes managers in partner accounts, as well as the Realtor director who is the internal user.
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- From Setup, enter Public Groups in the Quick Find box, then select Public Groups
- Click New and enter the following.
- Label: Partner Managers and Realtor Director
- Group Name: [autopopulates]
- Search Roles for Channel Sales and move Role: Director, Channel Sales to Selected Members
- Search Portal Roles for Manager and move Portal Role: Avenue Realty Partner Manager and Portal Role: Core Realtors Partner Manager to Selected Members
- Click Save.
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- From Setup, enter Sharing in the Quick Find box, then select Sharing Settings.
- Click New under Account Sharing Rules, and enter the following.
- Label: High Priority loans
- Rule Name: [autopopulates]
- Rule Type: Based on criteria
- Select which records to be shared: Criteria
- Field: Property Location equals LA, NY, TX, VA, KS, FL
- Select the users to share with: Public Groups: Partner Managers and Realtor Director
- Select the level of access for the users:
- Default Account and Contract Access: Read Only
- Opportunity Access: Read Only
- Click Save.
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- Now log into the portal as the Partner manager of any of the Partner account.
- We can see all the high priority loans in the property locations listed in the Sharing Rule.
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Take Five Consulting is a technology company, based in Virginia U.S., that specializes in the Mortgage Banking vertical especially LOS implementation and application development. Take Five Consulting creates and implement mortgage technology and software specifically for Mortgage Industry.
