Access Control provides a structured and efficient way to control access to records and their related records, ensuring that only authorized users and groups can view or interact with specific information. Users can manage when and how access control is applied to any record.
Viewing an Access Control
By default, the Access Control record page is managed by CaseCloud using a custom Lightning record page specifically designed for access control. The view is split into four main sections:
The details section allows you to easily view or edit the specific details of your access control.
- Name - Set a name for this access control.
- Object - Select from a list of objects for which the access control is being set up.
- Description - Provide a brief description to go with your access control.
- Active - Mark the access control as Active. (Only an active access control can be applied to records.)
The list of available objects for Access Control is determined by your organization's sharing settings for various objects.
- Objects that are configured as child objects in a Master-Detail relationship are not included in the Access Control's object selection list. This is because the parent record’s sharing settings inherently control access to child records.
- Objects that are configured with Public Read/Write access for both Default Internal Access and Default External Access in the Organization-Wide Sharing Settings are not included in the Access Control's object selection list. Since these objects are fully accessible to all users, additional access restrictions through Access Control are unnecessary.
The related objects section allows you to manage a list of related lists for the access control. You can add, edit, or remove related objects from the access control using this view.
- Related List Name - Select from a list of related lists based on the access control object.
- Remove a related list from the access control.
- Quick Add section to easily add a related list to the access control.
The list of available related objects for Access Control is determined by your organization's sharing settings for various objects.
- Related objects that are configured as child objects in a Master-Detail relationship are not included in the Access Control's related object selection list. This is because the parent record’s sharing settings inherently control access to child records.
- Related objects that are configured with Public Read/Write access for both Default Internal Access and Default External Access in the Organization-Wide Sharing Settings are not included in the Access Control's related object selection list. Since these objects are fully accessible to all users, additional access restrictions through Access Control are unnecessary.
The Access Control Criteria section allows you to manage a list of field-based criteria for access control, which determines how access control is processed and applied to records. You can add, edit, or remove criteria fields from the access control using this view.
- Field - Select from a list of fields based on the access control object.
- Operator - Select an applicable operator for the chosen field.
- Value - Provide a value to go along with your chosen field.
- Remove a criteria field from the access control.
- Quick Add section to easily add a field to the access control criteria.
The value section of the criteria allows you to provide a value to accompany the chosen field.
- A date/datetime type of field allows users to enter a date in ISO formatted date value or date literals supported by Salesforce.
- A picklist type of field allows users to pick one or more options.
- A checkbox type of field allows users to select a true/false option.
The provided filter criteria are connected using AND logic.
The Access Control Permissions section allows you to manage access permissions for the access control. You can add, edit, or remove permissions from the access control using this view.
- User - The name of the user for which permission has been configured.
- Group - The name of the public group for which permission has been configured.
- Access Level - Select an access level to grant to records for the specified user or group.
- Sharing Reason - Added support for customer-defined sharing reasons on both custom and standard objects. When custom sharing reasons are configured, they appear as selectable options during sharing. These reasons are displayed in the record’s sharing information, making it easy to understand why, for what purpose, and when a record was shared.
- Remove a permission from the access control.
- Quick Add section to easily add user or group permission to the access control.