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Automations Required for Sharing Rules Multi-School Setup
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Sharing Rules
Account Sharing Rules
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Asset Sharing Rules
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Cohort and Cohort Assessment Sharing Rule
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Day Attendance Sharing Rules
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Kiosk Definition and Kiosk Reason Sharing Rules
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Session Sharing Rules
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PosiEd Log Sharing Rules
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Wellbeing Involvement Sharing Rules
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Design Considerations
Formula field is not supported in sharing rules
We can't use relationship fields in sharing rules
We can't use multi picklist in sharing rules
We can create a boolean formula field on an object where we can check if the logged-in user has the same school code on the viewed record but we don't have a way to get the updated value of that formula field when being recalculated
We could create a trigger on the same object to get the value of the formula field and duplicate that value to a text field but the record should fire an update action - which is not ideal.
We can only reference one public group in a single-sharing rule
This means we can't set both grade level and school public groups in one setup. If we create a sharing rule for a specific grade level that means it will enable all user under that public group to see records only in their designated level regardless of what school. If we create a sharing rule for a specific school this means all users can see data related to that school regardless of what grade level. We can only choose one or the other, not both.
We can only set a maximum of two restriction rules per object.
This means that it is not recommended to utilize this feature if a certain organization has more than 2 schools.
Restriction only supports one criteria and only supports limited field data types.