Salesforce Sharing Rules

Since the Winter 2020 Salesforce update, your org has the ability to control the record access that site guest users have as a critical update and set external Org-Wide Defaults for managed package objects to Private. 

This Salesforce Update impacts Formstack Salesforce App NativeCloud and Experience users and prevents access to forms. However, you can: 

• maintain access for your NativeCloud site guest users and public/guest experience guest users by creating Sharing Rules on Formstack objects.
• maintain access for your logged-in Experience users by changing the external OWD to Public or by creating Sharing Rules on Formstack objects. 

Recommend Method: create sharing rules in-app

We have automated the creation of sharing rules through an in-app mechanism. 

Step 1: Fix Access for Site Guest Users

If your org is detected to be missing sharing rules for site guest users or requires that sharing rules be recalculated for them, then a notification is displayed in-app. 

Rules can be set up through the Admin Settings panel. 

Step 2: Fix Access for Experience Portal Users(Previously known as Community). 

You can maintain access for your logged-in Experience Site users by changing the external OWD on Formstack objects to Public or by creating Sharing Rules on Formstack objects. 

Method 1: Update Org-Wide Defaults

1. Navigate to Setup > Security > Sharing Settings
2. Set the following objects to Public Read-Only

• Form Pages
• Form Style
• Template
• Platform Account

Method 2: Add Sharing Rules for Experience Site Users

Alternate Method: manually add sharing settings

It is possible that the in-app mechanism does not work or that your use case is unique. This would prevent our forms from being accessible and require manually adding sharing rules. 

To configure Sharing Rules, navigate to Setup > Security Controls > Sharing Settings.

For NativeCloud customers or Experience Form external guest users, the Site Guest User needs to have Sharing Rules created for the following Formstack objects. 

In addition, to provide access to logged-in portal users (if external Org Wide Defaults are forced to Private) you will need to add sharing rules for your portal user groups.

• Form Pages
• Form Style
• Template
• Platform Account

For each Formstack object, a new Sharing Rule needs to be created.  

1. Give your rule a label, name, and description (optional)
2. Select the 'Guest user access, based on criteria' radial
3. Create criteria that will apply for all records within the object
   1. For example, Owner not equal to 0
   2. Platform Account should be more limited: ProviderType EQUALS GoogleCaptchaV3
4. Choose the site guest user profile you will be using for your NativeCloud site or Experience Site (or Portal user group)
5. Ensure that Access Level is set to at least read only

Note: After a sharing rule is created it will recalculate object settings and depending on the amount of data in question, the process could take a while to complete. This can be invoked manually by following these instructions.