Ownership indicates the user who currently "owns" the record. Ownership applies to individual records, and not to objects. Along with Roles, Ownership determines what a user can do with individual records that are owned by them and by other people. It can also be applied to locations, and how records can be used or viewed between locations.
Permissions are required to work in the Setup.
Topics on this page:
Ownership and Roles
Setting Ownership for an Object
Ownership Permissions for an Object
Multi-Location Organizations and Ownership
Ownership and Roles combine to provide record level permissions on your information. First you need to set Ownership for an object. Any object can use the Ownership functionality by simply adding the Owner field to the object from Setup > Development > Objects. The Owner field is added to any page layouts for the object like any other custom field.
When an object has an Owner field any record created for that object will now have an Owner (a user). By default the user who creates the new record will be the Owner. Depending on the Ownership permissions, the owner can be changed to a different user is necessary. See below for details on Ownership Permissions.
If the user who creates a record has profiles in more than one location, the location setting for the record will be that user's Primary Location.
Roles play a part in Ownership in that a user with a greater or higher role assigned to them are not bound by the Ownership permissions, but only by the object permissions. For example, each member of the Sales role may keep their leads as Private (each owner can only see their own lead records), but the members of the Sales Manager role above them can see all the lead records.
Note that object permissions (based on Profiles) that are more restrictive than the ownership permissions will apply over roles and ownership permissions. Using the example above, if the Sales Manager profile did not have Edit permissions for the Lead object, a Sales Manager could not make changes to a lead even though they have a higher role, or even if the Ownership permissions on Leads were set to Full or Modify and not Private.
This can be done when an object is first created or after an object has been created and has records. Go to Setup > Development > Objects and select an object. Setting Ownership on the object allows the individual records for the object to have Ownership permissions, and determines the access permissions for the users who do not own the records.
Select the Fields and Relationships tab.
Click New.
Select the Owner field.
Click the Next tab to set the properties (this will be the Properties tab on an object with an Owner field).
You can enter a new name for the Field Label and a Description if you wish. The Field Label is the name of the field on the Page Layout.
Select the Enable Viewed By Owner Function if you want to be able to see if the record has been viewed by its owner. This creates a new field on the record that shows if the record has been read or not. This is useful if changes are made to a record, and then the owner is changed to a different user. It lets you see if the new owner of the record has seen the changes to the record.
Set the Sharing Permissions for the object. For details see Ownership Permissions for Objects below.
Click the Next tab to set the permissions (this will be the Permissions tab on an object with an Owner field). This is to make the Owner field itself (not the records) visible to or able to be changed by the different Profiles and their users.
Click Save to finish.
Note that any user who has a higher Role than a record owner is not restricted by Ownership permissions.
When the Owner field is added to an object, the Owner permissions must be set for the object. Owners always have full permissions for their own records. These permissions determine what other users (who do not own the record) can do with the record. Where the Ownership permissions are more restrictive than the object permissions, Ownership permissions will apply.
Sharing Permissions
Read: Anyone can see the record but can not change it.
Edit: Other users can change the record.
Delete: Other user can delete the record.
Changing Ownership
Transfer To: The user can change the Owner of the record to a different user.
Transfer From: The user can take ownership of the record from a different user.
Custom Sharing Rules are used where different Role hierarchies are involved. For example, if roles are setup so that all users who belong to the Sales department have different roles than Marketing, they will never be able to share or see the others records. This allows you to create direct relationships between different profiles that ignore the Roles setup.
If a record has an owner, it must also belong to a location where the owner has a profile.
For a user that has more than one profile in more than one location:
You can select the location for a record from the Location drop down list.
If you only have one location selected from the location selector, the application will use that location.
If you have more than one location selected in the location selector, you will have to pick a location.
If you change the owner on a record there are conditions that apply to what location you can assign for the new owner.
You must have at least one location in common. You can not assign records to a location where you have no profile.
You will need Add permissions on the object.
The new owner must have at least Read permissions. They have to be able to see the record.
Roles
Overview of User Services
Work with Profiles
Ownership - Custom Field Types
Custom Object - Fields and Relationships
Custom Field Types
Did you find what you were looking for? Yes No
Did this help you? Very Helpful 5 4 3 2 1 Not Helpful
How can we improve this topic?
Send Feedback: