OWD in Salesforce: A Detailed Guide on Organisation Wide Defaults

In the world of Salesforce, maintaining data security is of utmost importance. To control access to records, the CRM software provides a feature called Organisation Wide Defaults or OWD in Salesforce. OWD are one of the main reasons why nearly 150,000 businesses and enterprises worldwide have committed to using Salesforce as their primary CRM software. 

This blog will explore OWD in Salesforce in detail and understand how it impacts data visibility and security within the platform. 

Table of Contents 

1) What is OWD in Salesforce? 

2) Types of OWD in Salesforce 

3) Setting up OWD in Salesforce 

4) Best practices for OWD implementation 

5) Conclusion 

What is OWD in Salesforce? 

Organisation Wide Defaults (OWD) determine the default level of access users have to records in Salesforce. They define the baseline access for all records of a particular object. OWD settings act as a foundation for record-level security and are applied when sharing rules and manual sharing are not in place. 

OWD settings play a crucial role in maintaining the privacy and security of data in Salesforce. They ensure that records are accessible only to authorised users and prevent unauthorised access. OWD establishes the initial boundaries for record visibility and sharing by defining default access levels. 

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Types of OWD in Salesforce   

Salesforce offers different default access levels for record visibility. The available options are:

a) Public Read/Write: The Public Read/Write setting allows all users to view and edit all records of the object. This level of access provides the highest degree of openness and is suitable for objects where data privacy is not a concern. 

b) Public Read/Only: In the Public Read/Only setting, all users can view all records, but only the record owner (or users above in the role hierarchy) can edit them. This level of access ensures data integrity while allowing broad visibility. 

c) Private: The Private setting restricts access to only the record owner (or users above in the role hierarchy). Other users cannot view or edit the records. This level of access provides maximum data privacy and is ideal for sensitive information. 

d) Controlled by Parent: With the Controlled by Parent setting, access to child records is determined by the parent record's sharing settings. This type of OWD is often used when there is a hierarchical relationship between objects, such as accounts and contacts. 

e) View All Data: The View All Data setting grants users the ability to view all records, regardless of ownership. This level of access is typically reserved for system administrators or users who require broad visibility for reporting purposes. 

f) Modify All Data: The Modify All Data setting allows users to view and edit all records, regardless of ownership. Similar to View All Data, this level of access is usually reserved for system administrators or users with specific privileges. 

Setting up OWD in Salesforce   

Listed below are the steps to set up OWD in Salesforce: 

1) Navigate to the Setup menu: 

a) Log in to your Salesforce account. 

b) Click on the gear icon in the top-right corner to access the Setup menu. 

2) Access object settings: 

a) In the Setup menu, search for "Object Manager" and click on it. 

b) Select the desired object for which you want to configure OWD. 

3) Configure default access levels: 

a) Within the object's settings, locate the "Sharing Settings" section. 

b) Click on "Edit" to modify the OWD settings. 

c) Choose the appropriate access level from the available options. 

d) Save your changes. 

It is essential to carefully analyse the data sensitivity and collaborate with relevant stakeholders before making changes to OWD settings. Regularly reviewing and adjusting OWD settings based on evolving business needs is also recommended.


 

Best practices for OWD implementation   

To implement OWD in Salesforce effectively, it is essential that these best practices are followed: 

Analyse data sensitivity 

a) Conduct a thorough analysis of your data to determine its sensitivity levels. 

b) Identify objects containing highly confidential or sensitive information. 

c) Set more restrictive OWD settings for objects with sensitive data. 

Collaborate with stakeholders 

a) Involve relevant stakeholders, such as data owners, business process owners, and IT administrators. 

b) Seek input and feedback to ensure OWD settings align with business requirements and security needs. 

c) Collaborate with stakeholders to strike a balance between data security and usability. 

Regularly review and adjust OWD 

a) OWD requirements may change over time due to evolving business needs or compliance regulations. 

b) Regularly review and assess OWD settings to ensure they are aligned with current conditions. 

c) Make necessary adjustments to OWD settings while considering the impact on data visibility and security. 

Leverage additional security features 

a) OWD is just one layer of the overall security model in Salesforce. 

b) Use profiles, permission sets, sharing rules, and manual sharing to further refine access control. 

c) Combine these features to implement a robust security model that meets your specific needs. 

Document OWD configurations 

a) Maintain documentation of your OWD settings, including the rationale behind each configuration. 

b) Document any exceptions or customisations made to OWD for future reference and audit purposes. 

c) Keep the documentation up to date as you make changes to OWD settings. 

Train users on OWD and data privacy 

a) Educate users on the importance of OWD and its impact on data privacy and security. 

b) Provide training on how to handle and share records within the defined OWD settings properly. 

c) Promote a culture of data privacy and security awareness among Salesforce users. 

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Conclusion 

In this blog, we explored the concept of OWD in Salesforce. We discussed the different types of OWD and their impact on record visibility and security. We also covered best practices for implementing OWD, considerations to keep in mind, and its relationship with other security features in Salesforce. By following these guidelines, you can establish adequate data access controls and maintain the privacy and integrity of your Salesforce records. 

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