Setting Up Sharing Sets: Configuring Sharing Settings And Sharing Sets

Sharing Settings:

Sharing Settings will determine your users’ access to data at the record level through Objects. This is personal data related to Accounts and Contacts and therefore needs to be handled carefully.

1. Return to the Quick Find search bar in Setup and type Sharing Settings.

2. Select Sharing Settings from the results generated to open the Sharing Settings page.

3. Click Edit.

Deciding Sharing Settings:

At this point, you will need to decide if you are controlling privacy in your org based on the Account or the Contact. These settings will determine which sharing set will be configured in the Sharing Sets section, discussed later on this page

• Account-based privacy: External users will have access to other Contacts' records as long as they are all associated with the same Account.

• Contact-based privacy: External users will only have access to their own Contact records.

Default External Access is set differently depending on whether you are using Account- or Contact-based privacy.

Account: Default External Access is set to Private for Account and Contract. Contact is set to Controlled By Parent.

Contact: Default External Access is set to Private for Account and Contract and Private for Contact.

Sharing Settings For Other Fonteva Objects:

Sharing Settings configurations may vary by organizational need, but you will need to mark the following objects as Private to maintain your org’s privacy. For the standard Fonteva objects, the following need to be marked as Private under Default External Access. By marking these objects Private, only the owner of the record will be able to view them.

• Credit Memo

• Attendee

• Credit Note

• Known Address

• Order Summary

• Invoice

• Receipt

• Sales Order

• Subscription

Account and Contact Sharing Set Configuration

Depending on whether you chose to use Account- or Contact-based privacy in your Sharing Settings, you will create a Sharing Set for your Customer Community Login profile based on Account or Contact privacy. These Sharing Sets will determine access to Community Portal objects for Customer Community Login profile users based on their lookup information to the Account or Contact object.

1. Return to the Quick Find search bar in Setup and type Digital Experiences.

2. Under Digital Experiences, select Settings from the results generated to open the Settings page.

3. Scroll down to the Sharing Sets section.

4. Click New to begin creating a new Sharing Set.

Account Sharing Set Configuration

1. Type Account Sharing Set as the Label and Account_Sharing_Set as the Sharing Set Name.

2. Type “Sharing Set that outlines access to Community objects based on Account lookup“ in the Description field.
   

   

3. Under Select Profiles, select your Community’s Customer Community Login profile from the Available Profiles list and click the Add arrow to move it to the Selected Profiles list. In this example, we are using the Fonteva Customer Community Login User profile.
   

   

4. Under Select Objects, move the following objects from the Available Objects list to the Selected Objects list using the Add arrow. You can use the Search For field to quickly locate these objects. If you have any custom objects that are applicable, add them here.
   

   

   1. Account

   2. Attendee

   3. Badge

   4. Credit Memo

   5. Credit Note

   6. ePayment

   7. Invoice

   8. Order Summary

   9. Receipt

   10. Registration Group

   11. Sales Order

   12. Subscription

5. When you have all of the above objects listed in the Select Objects list, scroll down to the Configure Access section. This is where you will configure the type of access users will have to these objects when using this Sharing Set.

6. Click Set Up for one of your objects. An Access Mapping window for your selected object will open.

7. In this window, select Account for the User field and OrderApi__Account__c for the Target Badge field. Registration Group will use EventApi__Account__c.
   

   

8. Select your Access Level based on the below chart:

Click Update to apply the Access Levels to this object in your Sharing Set.

When you have finished configuring all Access Levels for your objects, click Save to finish completing your Sharing Set.

Contact Sharing Set Configuration

1. Type Contact Sharing Set as the Label and Contact_Sharing_Set as the Sharing Set Name.

2. Type “Sharing Set that outlines access to Community objects based on Contact lookup“ in the Description field.
   

   

3. Under Select Profiles, select your Community’s Customer Community Login profile from the Available Profiles list and click the Add arrow to move it to the Selected Profiles list. In this example, we are using the Customer Community Login User profile.
   

   

4. Under Select Objects, move the following objects from the Available Objects list to the Selected Objects list using the Add arrow. You can use the Search For field to quickly locate these objects. If you have any custom objects that are applicable, add them here.
   

   

   1. Account

   2. Attendee

   3. Contact

   4. Subscription

   5. Sales Order

   6. Receipt

   7. Order Summary

   8. Invoice

   9. ePayment

   10. Credit Note

   11. Credit Memo

   12. Badge

   13. Registration Group

5. When you have all of the above objects listed in the Select Objects list, scroll down to the Configure Access section. This is where you will configure the type of access users will have to these objects when using this Sharing Set.

6. Click Set Up for one of your objects. An Access Mapping window for your selected object will open.

7. In this window, select Contact for the User field and OrderApi__Contact__c for the Target Badge field. Registration Group will use EventApi__Primary_Contact__c.
   

   

8. Select your Access Level based on the below chart:

Click Update to apply the Access Levels to this object in your Sharing Set.

When you have finished configuring all Access Levels for your objects, click Save to finish completing your Sharing Set.