Sharing Set in Digital Experience

Give Experience Cloud site users access to records using sharing sets. A sharing set grants site users access to any record associated with an account or contact that matches the user’s account or contact. You can grant access to records via access mapping, which defines access for each object in the sharing set. Access mappings support indirect lookups from the user and target record to the account or contact. 

For example, grant site users access to all cases related to an account that’s identified on the user’s contact records. A sharing set applies across all sites that a user is a member of. Record access granted to users via a sharing set isn’t extended to their superiors in the role hierarchy.

Here're the steps to create a Sharing Set -

From Setup, enter Digital Experiences in the Quick Find box, then select Digital Experiences | Settings.

In the Sharing Sets related list, click New to create a sharing set, or click Edit to edit a sharing set.

In the Sharing Set Edit page, fill in the Label and Sharing Set Name fields. Label is the sharing set label as it appears on the user interface. Sharing Set Name is the unique name used by the API.

Enter a description.

Select the profiles of the users to whom you want to provide access

NOTE You can have one sharing set per profile only.

Here's a detailed explanation of Sharing Sets in Salesforce

Purpose: Sharing Sets are used to extend sharing access to related records across different objects in Salesforce. They provide a way to grant access to records that are indirectly related, allowing users to view or edit records they wouldn't normally have access to based on their role or sharing settings.

Criteria-based Access: Sharing Sets are defined based on criteria, such as fields on the record or other related records. For example, you can create a Sharing Set that grants access to all opportunities related to an account where the Account Type is 'Customer'. This allows users to access all related opportunities for customer accounts, regardless of their role hierarchy or sharing settings.

Objects and Relationships: Sharing Sets can be applied to standard and custom objects in Salesforce. They work with both standard and custom relationships, including lookup and indirect relationships.

Setup: To create a Sharing Set, administrators navigate to the Setup menu in Salesforce and search for "Sharing Sets." From there, they can define the criteria for the sharing set and specify the related objects and access levels.

Access Levels: Sharing Sets allow administrators to define different access levels for the related records, such as read-only or read/write access. This gives flexibility in controlling how users interact with the related records.

Security and Compliance: Sharing Sets respect Salesforce's security model and permissions, ensuring that users can only access records they have permission to view or edit. They also help organizations maintain compliance by providing controlled access to sensitive data based on defined criteria.

Use Cases: Sharing Sets are commonly used in scenarios where related records need to be accessible to users based on specific conditions or criteria. For example, in a healthcare organization, doctors may need access to medical records of patients they are treating, regardless of the patient's location or department.

Limitations: While Sharing Sets are a powerful feature for extending sharing access, they do have limitations. For example, they cannot be used to grant access to records owned by other users, and they do not override organization-wide defaults or manual sharing settings.