Salesforce Sharing and Visibility Certification Practice Exam

What must a user do to gain share access when they are not the owner of a record in a Private sharing model?

1. Receive share access automatically when the user lookup is filled.

2. Use a workflow rule to grant access.

3. Trigger to create share records.

4. Create criteria-based sharing rules.

The correct answer is: Trigger to create share records.

In a Private sharing model in Salesforce, the default access to records is very limited, and only the owner of the records has access. To grant access to users who are not the record owners, specific sharing mechanisms need to be employed. Creating share records is essential in this context because it allows the system to define and explicitly grant access to selected users or groups. By using triggers, administrators can automate the process of creating share records based on defined criteria or events. This is particularly useful for scenarios where access needs to be adjusted frequently or dynamically in response to specific events or data changes. In this case, the correct answer illustrates a proactive approach to sharing by utilizing automation (via triggers) to manage record access, which is a fundamental aspect of managing data visibility in a Private sharing model. This allows for finer control over who can access the records while keeping the default privacy settings intact for other users.