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.
When Does the Access Control Apply to Records?
Access Control is applied to the records under the following circumstances:
- Whenever an active access control is created, edited, and saved.
- Whenever a record is added or updated, and the record's object has one or more active access controls, or the record's object is added as a related object for one or more active access controls.
- Using the Apply Access Control Settings list button from the Access Control tab.
- Using a Scheduled Background Apex Job to apply access control on a scheduled basis.
An access control edited using the inline-edit feature of list views will not apply automatically to the records. It is recommended to use either the inline-edit feature from the access control's detail view or the edit button to make changes to the access control. In these cases, after saving, the access control will be automatically applied to records that match the access control's criteria.
An active access control is automatically applied to all records that meet the configured criteria whenever they are saved.
Whenever a record is saved, a background process is activated that processes all active access control associated with the record's object.
For the Account object, Access Control is automatically processed by default. However, for any other standard or custom object, a system administrator must configure and activate a record-triggered flow (for create, update, and delete events) using the flow templates provided by CaseCloud. The system administrator will also need to reference this article: How to Extend Access Control to Other Objects.
To apply specific access control or all access control within your organization, use the Apply Access Control Settings button located on the Access Control tab. This button allows users to select specific access controls that are intended to be applied. Alternatively, it can be activated without any selection, in which case all active access controls will be applied throughout the organization's records.
Using a scheduled background Apex job is an optional configuration that your administrators can implement if there is a need to ensure that records are automatically applied with access control on a timely basis. If your administrator implements this background job, then setting up the record-based background flows may be skipped.
Scheduling a background processing job for applying access control can be done using the following option:
Using Access Control Scheduler Service
- Launch the Developer Console from the Setup menu in the header.
- Under the menu, go to Debug | Open Execute Anonymous Window.
- Execute the following code:
ewl.EthicalWallSchedulable.schedule('<Job Name>', '<Cron Expression>');
Where:
- Job Name - should be replaced with any uniquely identifiable text for your schedule job.
- Cron Expression - should be replaced with a cron expression supported by Salesforce Apex scheduled job.