Manage your groups and manage your subordinate groups.
As part of the sales for security money of the already discussed about object level access and that
we understood of profiles permission sets and then we moved on to the record level access within.
We discussed about a WTO ruling hierarchy sharing rules manual sharing use at a court chatting.
So now let's jump on the next method of record level access and sales force that does using managed
groups manager groups.
Ask the name sales manager groups.
No it means basically a group of managers.
Ask them blessed that so let's say for example I say my manager group.
So who all will be there in my manager group in my manager group I have my direct manager and his manager
and then his manager and then his manager on the way to the top of the hierarchy so the group of my
direct and indirect managers will form and they manage a group for me so that is called as manager group
like I know.
Then we talk about this manager group that we have to be clear about the one thing this manager hierarchy
that we are talking about is not the whole hierarchy that we haven't says force.
We already discussed the Motorola hack in vino what our role is and what does it all.
Hierarchy right.
You know there are different rules and set up an organization.
And basically we can control the guard level axes using digital hierarchy.
We can use it all hack to furthermore expand the access and by default that we have on who is there
higher in the hierarchy can basically access the records of those what led to them in the hierarchy
all that we know but that is a really hierarchy and in managing groups what we are talking about is
completely different.
It does manage it hierarchy meaning every user it is defined a manager and vaguely defined that we define
that and they use a detailed page so it manage it is tapped every user.
So I have a manager and my manager and we have another manager.
It keeps on going on right.
So that call does manage manager hierarchy in our sales force or we very much know that this manager
D Day is available in the user detailed page.
So when you go for any user to the detail page you will be able to see that manager pretty deaths so
in this scenario in developer audit we only have only two users.
One is the system admin user the other the send different user.
So I am using one basically the system admin user and I have had that user to ask my manager like this
every user will have a manager defined them that forms the manager hierarchy so no.
Yes we know what's a manager hierarchy.
No we have to understand when the manager hierarchy actually comes into picture Mendel we actually use
manager hierarchy we know that in sales force of use or w the android hierarchy for basically controlling
the record level Alexis.
And generally for the standard objects the grant access using hierarchies is a by default check and
for the customer objects we have control along not whether to grant access using hierarchies or not
but in some cases a v do not want grant access through hierarchies the best example that we can court
is maybe say employee's performance records the appraisal annual appraisal records we do not want to
look at all the people who got hired in the hierarchy.
Basically if you order a performance at a class because those are not business related information.
Right that's all it does it should not be access to by all the people who are hired in the hierarchy.
So in those scenarios organizations want to restrict the level of those particular guards so that doesn't
matter.
Basically the WTO will be set to private.
Right.
So that not all the other users get access to data and the grind axes using hierarchies would be disabled
so that people wouldn't get automatic access because of the little hierarchy.
So in this scenario basically the basically the managers they'd lower prices they believe that prices
for their team and to his manager.
He does the uprising for his team like it goes on.
So generally these appraisal records should be shared with the manager groups.
So manager group means to my manager his manager and it goes on like that.
So in those scenarios where we want to give access to manager groups we then use this manager group's
functionality.
This is a pictorial representation of for the manager hierarchy guns etc..
These for us and these two users report to this user and these two users report to the zoo.
So this is pretty explicit explanatory say for example we are the zoo's at 1 so my manager is use it
to use our tools managers use a three use FTD manager it is used for.
So now the business scenario is such that all the appraisal records should be access to by their own
manager groups.
So my appraisal records should be access to by two or three and four and if this person then again it
is two three and four and if this person then it should be three and four.
Basically the the manager groups should be able to access the records.
So how do we enable this functionality in sales force in sales was we have a functionality equal as
manager groups using which we can make this happen before really enabled a manager group's functionality
I have basically done the basic data set up for that have created a custom object and have named it
a performance appraisal and in fact up custom object have created one single record and now I have done
this I sell use it one basically does use it.
All right I've created this record as user 1 and the order beauty of that object the sector private
and the old hierarchy I have disabled it meaning my manager that does use it to wouldn't be able to
access that credit card.
We basically know that because in sales force automatic access to records that comes only through Walhalla
it doesn't come through a manager hierarchy just because user believes my manager he doesn't get automatic
access to my records right.
So now that manager groups is not an Amber what we are going to do is let's quickly log in as my manager
that does user do and check if he's able to access data.
Now I have logged in as you said to basically my manager and I am in the performance appraisal object
and we see more records as a a.
Perfect.
So the data set up is done.
So what does that we have done till now we have created a custom object we have love.
They have basically logged in as user 1 and then created a custom object.
We created a record as user 1.
All right.
This user and then and we should also note the security settings of that object.
The order beauty sector private and the grant access using road hierarchy that is the same and also
for a manager groups to work properly setting up to manage it.
Hierarchy is also very very important right.
Because the whole functionality looks based on the manager hierarchy.
So ensure that all the users in your organization are appropriately matched to their managers.
So once they are also done with this manager hierarchy up.
No we are going to enable the functionality for enabling the functionality log in as a system administrator
go to sharing settings.
We are already very familiar with this regarding the beauty settings and then comes the sharing rules
and all these.
So here click bait and button and there you should be able to see this manager groups option and know
that like I have already enabled it in my ARG you see that to be enabled but but then like you have
not done that it should be by default it is disabled.
This will enable this.
But do remember one thing manager groups one's enabler cannot be disabled as you see here.
And if you want to disable manager groups functionality then you have to access full support because
you cannot do it yourself.
So have that in mind enabling manager groups and Alex's perfect.
So now manager groups this enabled for this.
OK.
All right.
We see that here.
So now that manager groups functionality is enabled do all my direct and indirect managers.
Do they get access to my records.
No definitely not.
The function is enabling that yes but then you have to either share that cards using sharing rules or
mindless sharing one of you then the manager groups will be able to access that at court and in our
case that you performance appraisal records.
So it is a custom object so Gulf up up what performance appraisal sharing rules should the new button.
Now that we are going to create a new sharing fill in the details have given the label is shared with
manager groups and also give a more meaningful description and let's choose based on criteria.
What I'm going to say is the one that I.T. should be equal to use at one.
So this is the you Sandoval's idea of that particular user that does use that one.
So if given that select the users to share with to do that use those basic Olivia sharing this data
now you can see Manager groups and managers subordinate groups up yet here if you recollect that the
previous video that and we are creating sharing it was this these options that aren't available.
Why.
Because manager group functionality wasn't enabled then.
Now that we have enabled the manager groups we get this option out here.
All right.
So are tools manager groups and I'm saying my manager groups so my manager group would include my direct
manager managers manager and so on and the level of access.
Say for example redirect
OK so now that we have created a shedding role perfectly now it's time for us to log in as my manager
and see if he was our tool is able to access the performance appraisal record I have logged in as user
to basically my manager and now I'm able to see that performance appraisal record.
Why.
Because we have granted access using manager groups and as you can see one just enabling that functionality
will not give any automatic access enabling the functionality will just give us an option to create
a shading rule using that option.
And once you enable it if that manager groups and manage subordinate groups if those options are does
not appear in the drop them just wait for a couple of minutes you know relax with a cup of coffee and
by the time you come back like those options should be there.
Well so and now that we have a good understanding about does that manager groups and or as I already
mentioned we only have two uses in our sales force are.
So we are only able to demonstrate a number one and use it too.
However in real time when we have more number of users we'll be able to use the same functionality for
he was that we use it for or not and now we enabled other manager groups of functionality using a shared
angle.
So schedule is basically giving automatic access right.
Once we create a sharing room what happens all the existing performance appraisal records that is owned
by use that one does automatically access is granted club manager groups and also it also place for
the future records.
Right.
That is one way of using the manager groups the other way of using manager groups is through a manual
sharing.
We know that we have a sharing button.
So using that button we can also explicitly go and my shadow record Verdun manager group I'm no logged
in as he was the one.
And this is my performance appraisal record.
So if I want to share my record with the manager group then all I can do that he had we see the manager
group's option.
So what does the difference of shouting rules are basically automated.
Very well manual sharing his manually shedding that a.
So once a manager a little functionalities enabled either to be cannibals sharing rules to share get
a class on we can manually share every single record to manage a group.
So that is also possible similar to this manager group's functionality that is also another unrelated
to functionality which is called as manager subordinate groups as the name says subordinate.
So when we say that the manager subordinate groups of user three each would include one two and three
so the manager subordinate group of this particular user would be all these users and managers about
and a group of the zoos that it would be all the users.
So subordinate group or basically include that user and all the users reporting to him.
And this is also again based on the manager hierarchy and not only hierarchy so we should understand
the difference between manager group and manager subordinate group manager group means my direct manager
and all the managers.
So basically my direct manager and the indirect managers and managers subordinate group means it includes
me and all those users who are reporting to me.
And this is based on the manager hierarchy and nobody at all hierarchy ones we enable manager groups
in sharing settings automatically will have all these options in while creating of sharing the rules
all while doing manual sharing.
Here you can see both options are available manager group and the manager subordinate groups.
So just enabling the manager group's functionality will bring both these options out plus.
But however the users are different.
A manager a group of use that one is different from manager subordinate group of use at one and based
on which a team of users we have to share that a card with.
We can not use a manager groups on manager subordinate groups accordingly.
So this is the overall concept of manager group since it's force.
But why do we talk about this manager groups.
There is one disadvantage here and basically that is also I take actions that cause a race to for this
particular requirement.
If you know does this a rule that be created
it is basically based on the one that I right.
So does a lot of ideas is my own narrative so it says this is user one and then I'm sharing it with
my manager group.
So like that we have to create a sharing tool for every single user.
All right.
There is a no act or option of creating this dynamically.
So this is already raised in sales people's ideas and hopefully our sales force will get a chance to
work on that sometime.
However I thought it would be good to point that out aspect but this is the overall concept of manager
groups and managers subordinate groups.