how salesforce records work

Salesforce Records Access… What are they?

In comparison to Salesforce Objects, Objects are like your excel sheet that contains rows and columns and holds the entire structure of any of the data within it. Records., on the other hand, refers to the entire row within that table. These are the entries within the object that are uniquely identified by the user’s profile.

Not simple enough? Here are the important things to remember about Record Access.

Records access determines what records the users in your organization can view and edit in each object they are allowed to access.

When it comes to access to records, there are only two types of record access that you need to remember. These are the ones that you OWN and the ones that you DO NOT OWN.

Records Owned Access

By default, you get certain privileges for the records that you own. These privileges include the ability to View, Edit, Share, Transfer, and Delete data. However, this is still dependent on your User Profile’s set up in Salesforce.

sf record scenario

In the scenario above, even though you OWN the record and by default have the privilege to Delete the record, you will be unable to do so because of your Profile Security Setting.  Remember, the Profile always WIN.

Record You Do Not Own

If you are not the owner of the record, one of the settings to consider is the OWD setting or Organization-Wide Defaults. OWD control the default level of access that all the users in the organization will have to the records that they do not own, in each object. There are different settings within the OWD that can be controlled and can be found on the Sharing Settings.

accessing sf sharing settings

On the Sharing Settings you will see that the OWD are controlled per-object basis.

salesforce share settings

OWD defines the baseline or default access with everybody in the organization. Here are the different settings within the OWD:

  1. Private – this means that only the owners will be able to access the records within the specified object
  2. Public Read Only – this means that owners will be able to View, Edit, Share, Transfer, and Delete records they created within a specified object (e.g. Contact) and they will also be able to read all other records within that specified object other users created. This is provided that the Profile set allows you access to that object.
  3. Public Read/ Write – this simply means View and Edit. This means the owners will be able to View, Edit, Share, Transfer, and Delete records they created within a specified object (e.g. Contact) but will only be able to View and Edit other users created record within that specified object.
  4. Public Read/Write/Transfer – owners will be able to View, Edit, Share, Transfer, and Delete records they created within a specified object (e.g. Contact) and will also be able to View, Edit, and Transfer other users created record within that specified object.