173 Securing and Sharing Data
When you first start defining a role hierarchy, the tree view displays a single placeholder node with the name of your organization. From this point, we need to add the name of the role that is highest up in the hierarchy — in our case, the CEO. Note: If you're building your Recruiting app with a free Developer Edition organization, you may have a role hierarchy predefined as a sample. That's alright. You can still follow along and create some more roles. 2. Just under Universal Containers, click Add Role . Note: If the CEO role already exists, click Edit . 3. In the Label text box, enter CEO . The Role Name text box autopopulates with CEO. 4. In the This role reports to text box, click the lookup icon and click Select next to the name of your organization. By choosing the name of the organization in the This role reports to text box, we're indicating that the CEO role is a top-level position in our role hierarchy and doesn't report to anyone. 5. In the Role Name as displayed on reports text box, enter CEO . This text is used in reports to indicate the name of a role. Since you may not want a long role name, like Vice President of Product Development, taking up too much space in your report columns, it's advisable to use a shortened, yet easily identifiable, abbreviation. 6. Leave any other options, such as Opportunity Access , set to their defaults. These access options don't have anything to do with our Recruiting app, and only appear if you have the org-wide defaults for a standard object set to a level more restrictive than Public Read/Write. 7. Click Save . 174 Chapter 7: Securing and Sharing Data
Figure 62: CEO Role Detail Page Now that we've created our first role, we can assign the appropriate user to it. 8. Click CEO to open the CEO role detail page. 9. In the CEO role detail page, click Assign Users to Role . 10. In the Available Users drop-down list, select All Unassigned. 11. Choose a user from the list (in our case, Cynthia Capobianco), and click Add to move her to the Selected Users for CEO list. 12. Click Save . If we return to the main Roles page from Setup by clicking Manage Users > Roles , we can now see our new CEO role in the hierarchy. Note: If you see the Sample Role Hierarchy image, click Set Up Roles . 13.Define the rest of the roles according to the Universal Containers Role Hierarchydiagram.
role reports totext box is automatically filled in with the name of the appropriaterole.Not too hard, right? With org-wide defaults and a role hierarchy in place, we're actually prettyclose to finishing up our record-level access permissions. All we have left to do is sharerecruiting-related records between groups that appear in separate branches of the role hierarchy,and between peers in a single group. Fortunately, we can accomplish both of those tasks witha combination of sharing rules and manual sharing. We just need to figure out what's left thatneeds to be shared, and with whom.What's Left to be Shared?So what isleft to be shared? After reviewing our table of required permissions, it turns out it'sjust a few more things (remember, since users always have access to the records that they own,we need to worry only about the read and update permissions for our record-level accesssettings):•Recruiters need read and update access on every position, candidate, job application, andreview record that exists in the app.•Hiring managers need:◊Read and update access on position and job posting records on which they're the hiringmanager◊Read access on candidate records for which they're the hiring manager◊Read and update access on every job application and review record•Interviewers need read access on the candidate and job application records for people they'reinterviewing, and the ability to update their reviews.That shouldn't be too hard! Let's go do it.Introducing Sharing RulesFirst let's see what we can do with sharing rules. Sharing rules let us make automatic exceptionsto organization-wide defaults for particular groups of users. We've already defined several
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