Create an Access Group

After you've identified a group of resource users that need more security access, create an access group for the users and rules.

Note: You must be assigned the IT Security Manager job role or the Sales Administrator job role to create and manage access groups.

Create an Access Group

1. Sign in to the application as the sales administrator or as a user with the IT Security Manager job role.
2. In Setup and Maintenance, go to: Sales offeringUsers and Security functional areaSales and Service Access.

   Or, click Navigator > Tools > Sales and Service Access Management.

3. In the Access Groups page, click Create and enter the required information in the Create Access Group page.
4. Click Save and Continue to save your new group.

Create Object Sharing Rules for the Group

Next, create object sharing rules to grant group members access to object records.

1. On the Edit Access Group: Overview page select the Object Rules tab.
2. To create a new rule, click Create Rule.
3. On the Create Object Sharing Rule page, select the object you're creating the rule for from the Object drop-down list. For example, select Account.
4. Enter a Name for your new rule, for example, Account_Access. Group member is owner of account territory.
5. In the Access Level field, select the type of object access you want to give group members, either Read, Update, Delete or Full access.
6. Make sure that the Active checkbox for the rule is checked.
7. Optionally, select one of the predefined rules.
8. In the Conditions area, add a row to the table where you'll specify the rule conditions.
9. Add the rule conditions. For example, you might specify that group members have access to account records when the company is over a certain size.
10. Select Save and Publish from the Actions menu to publish the rule so it's available for assignment processing.
    Note: For any more rules you create for this group, you don't need to publish them. You only need to publish a rule once.
11. Save and close the page.
12. From the Monitor tab, run the Perform Object Sharing Rule Assignment Processing scheduled process to ensure that the object sharing rules for each object are assigned properly.

For detailed information about creating object sharing rules, see Manage Object Sharing Rules for Access Groups.

Add Members to the Group

Finally, add resources to your new, custom access group. You can add users to the group in these ways:

• Manually add users in the UI.
• Create group membership rules to automatically add users.
• Use the standard import and export functionality to add users.

Here are the steps to create group membership rules to add users to your group.

1. On the Edit Access Group: Overview page, click the Member Rules tab.
2. Click Create Rule.
3. On the Create Group Membership Rule page, enter a Name for the rule, for example, Sales_Support_Resources.
4. Optionally, enter a rule Description.
5. Select the rule conditions. The conditions determine which resources are added or removed as members of the group.

   For example, you might specify that all resources that have an Organization attribute equal to Sales Support are added to the group.

6. Select Save and Publish from the Actions menu to publish the rule.
7. On the Edit Access Group: Overview page, click Save and Close to save the group details.

   On the Access Groups page, check that your new group is included in the list of groups.

8. Run the Run Access Group Membership Rules scheduled process to ensure that the access group membership rules are assigned and resources are added to the group.

   The Run Access Group Membership Rules scheduled process automatically runs every hour to update access groups with changes to the group membership. But, you can also run the process at any time from the Access Groups main page by selecting the Update Groups and Members option from the Actions menu.

For an example of how to assign access to sales objects to groups of users on the basis of the users' home country, see Assign Group Access By Country.