How to Create and Use Scoping Rules in Salesforce

March 10th, 2022 Merfantz Author Salesforce Lightning

Scoping rules let control the default records that your users see based on the criteria that we select. We can set up scoping rules for different users in your Salesforce org so that they can focus on the records that matter to them. Scoping rules are available for custom objects and the account, case, contact, event, lead opportunity, and task standard objects. Create, edit, or delete scoping rules using the Tooling or Metadata API, or in Salesforce Setup.

For information on enabling the scoping rules, visit the Scoping Rules group in the Trailblazer Community. We can also provide feedback and suggestions for scoping rules in this group.

Scoping rules diagram about its relationship with other sharing mechanisms.

When Do I Use Scoping Rules?

Use rules when we want to control the records that your users see by default. A scoping rule doesn’t restrict users’ access to other records they sometimes need.

For example, having users who support multiple agencies in your org. Each user is assigned to a specific agency each day. We can set so that each morning your users see only the records associated with their specified agency in search results, list views, related lists, and reports. Users don’t need to spend time looking for the correct records, but they still have access to the other agencies’ records if they need them.

Or you have teams of advisors and their support staff spread over multiple offices. Clients can interact with multiple advisors, too, depending on their needs.

Where Are Scoping Rules Applied?

This table shows how it works with other Salesforce features.

Feature	Description
List Views	Applied in Lightning Experience if Filter by scope is selected
Lookups	Applied in Lightning Experience
Reports	Applied in Lightning Experience if Filter by scope is selected
Search	Applied in Lightning Experience
SOQL	Applied, unless a scope other than scopingrule is specified
SOSL	Applied, except for “USING ListView=” clause

Note

In related lists (except contact role), all associated records that We have access to are visible, regardless of scope.

Create a Scoping Rule

Determine which records your users see by default. When a scoping rule is applied to a user, the data that the user sees in list views, lookups, reports, and more is filtered by the criteria set.

Your edition affects how many active rules we can have.

Create up to two active scoping rules per object in Developer editions.
Create up to five active scoping rules per object in Performance and Unlimited editions.

In Object Manager, click the object name for your scoping rule.
In the sidebar, click Scoping Rule, and then click New Rule.
Enter the rule’s name and modify the autogenerated full name if necessary. The full name is the name of the component used by the API.
To have the rule take effect upon saving, select Is Active.
Under User Criteria, select which users this scoping rule applies to.
Under Record Criteria, select which records the specified users see by default. For the Field value, we can reference another object’s field using dot notation.
Click Save.