BUILDING

APPLICATIONS WITH
FORCE.COM – PART 2
(DESIGNING DATA
ACCESS SECURITY)
Exercise Guide
EXERCISE GUIDE
Designing Data Access Security

Table of Contents
9-1: Establish Data Access............................................................................................................. 1
9-2: Restrict Data Access ............................................................................................................... 2
EXERCISE GUIDE
Designing Data Access Security

9-1: Establish Data Access

Scenario:
Universal Containers has determined that new and open positions should be visible to all
users, but a closed position should only be visible to the recruiter, the related hiring
manager, and the managers above both. Only the recruiter and his or her manager should
be able to add sharing to a position.
Goal:
Create a process by which position access is determined by the status of a position.
Tasks:
1. Set the organization-wide default for positions to Private.
2. Create a criteria-based sharing rule that gives the entire organization access to new and
open positions.
Time:
20 minutes

Instructions:
1. Set the organization-wide default for positions to Private.
A. From Setup, enter Sharing Settings in the Quick Find box, then select Sharing
Settings under Security Controls.
B. Click Edit in the Organization-Wide Defaults.
C. Select Private for the Position object.
D. Click Save.
2. Create a criteria-based sharing rule that gives the entire organization access to open
positions.
A. From Setup, enter Sharing Settings in the Quick Find box, then select Sharing
Settings under Security Controls.
B. Scroll down to the Position Sharing Rules section and click New.
i. Label: All View New and Open Positions
ii. Rule Name: All_View_New_and_Open_Positions (This field auto-populates.)
iii. Rule Type: Based on criteria
iv. Criteria: Status | equals | New, Open
v. Share with: Public Group | All Internal Users
vi. Access Level: Read Only
C. Click Save.

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EXERCISE GUIDE
Designing Data Access Security

9-2: Restrict Data Access

Scenario:
Universal Containers has decided to track salary information for any position and that this
information should only be visible to the recruiter for that position, the hiring manager for
that position, and the hiring manager’s boss. The recruiter should control the salary data.
Goal:
Create an object to track salary for any position. This should only be visible to the recruiter,
the hiring manager, and the hiring manager’s boss.
Tasks:
1. Create a new Salary object.
2. Add custom fields to the Salary object.
3. Give hiring managers and recruiters access to the new Salary Object.
4. Set organization-wide defaults for Salaries.
Time:
20 minutes

Instructions:
1. Create a new Salary object.
A. From Setup, enter Objects in the Quick Find box, then select Objects under
Create.
B. Click New Custom Object.
i. Label: Salary
ii. Plural Label: Salaries
iii. Object Name: Salary (This field auto-populates.)
iv. Record Name: Salary Number
v. Data Type: Auto Number
vi. Display Format: PAY-{0000}
vii. Starting Number: 1
viii. Allow Reports: (selected)
ix. Allow Activities: (selected)
x. Track Field History: (selected)
xi. Allow Search: (selected)
xii. Deployment Status: Deployed
xiii. Add Notes and Attachments related list to default page layout: (cleared)
xiv. Launch New Custom Tab Wizard after saving this custom object: (cleared)
C. Click Save.

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EXERCISE GUIDE
Designing Data Access Security

2. Add custom fields to the Salary object.

A. Under the Custom Fields & Relationships related list, click New.
B. Click the Currency radio button under Data Type.
C. Click Next.
i. Field Label: Actual Pay
ii. Length: 8
iii. Decimal Places: 0
iv. Field Name: Actual_Pay (This field auto-populates.)
D. Click Next.
E. Make the field visible to these profiles:
Custom – Executive
Custom – HR
Custom – Recruiter
System Administrator profiles
F. Click Next.
G. Click Save & New.
H. Click the Currency radio button under Data Type.
I. Click Next.
i. Field Label: Max Pay
ii. Length: 8
iii. Decimal Places: 0
iv. Field Name: Max_Pay
J. Click Next.
K. Make the field visible to these profiles:
Custom – Executive
Custom – HR
Custom – Recruiter
System Administrator profiles
L. Click Next.
M. Click Save & New.
N. Click the Currency radio button under Data Type.
O. Click Next.
i. Field Label: Min Pay
ii. Length: 8
iii. Decimal Places: 0
iv. Field Name: Min_Pay
P. Click Next.
Q. Make the field visible to these profiles:

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EXERCISE GUIDE
Designing Data Access Security

Custom – Executive
Custom – HR
Custom – Recruiter
System Administrator profiles
R. Click Next.
S. Click Save & New.
T. Click the Lookup Relationship radio button under Data Type.
U. Click Next.
V. Select Position from the Related To picklist.
W. Click Next.
i. Field Label: Position
ii. Field Name: Position
X. Click Next.
Y. Set the field visible for the Custom-HR, Custom-Executive, Custom-Recruiter, and
System Administrator profiles and click Next.
Z. Click Next to add the field to the Salary Layout.
AA. Click Save to add the Salary Related List to all three Position Layouts.
3. Give hiring managers and recruiters access to the new Salary Object.
A. From Setup, enter Profiles in the Quick Find box, then select Profiles under
Manage Users
B. Click the Custom – Recruiter link
C. Click Object Settings.
D. Click on the Salaries object.
E. Click Edit.
F. Select Read, Edit, and Create in the Object Permissions table.
G. Click Save.
H. Repeat this for the Custom – Executive and Custom – HR profiles to give them
Read, Edit, and Create access to the Salaries object.
I. From Setup, enter Permission Sets in the Quick Find box, then select Permission
Sets under Manage Users.
J. Click on the Hiring Managers link.
K. Click Object Settings.
L. Click on the Salaries object.
M. Click Edit.
N. Select Read in the Object Permissions table.
O. Click Save.
4. Set organization-wide defaults for Salaries.
A. From Setup, enter Sharing Settings in the Quick Find box, then select Sharing
Settings under Security Controls.

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EXERCISE GUIDE
Designing Data Access Security

B. Under Organization-Wide Defaults, click Edit.

i. Salary: Private
ii. Grant Access Using Hierarchies: (cleared)
C. Click Save.

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