Organization-Wide Defaults (OWD) represent the baseline level of access that users have to records they do not own in Salesforce. As the foundation of the sharing model, OWD settings establish the most restrictive access level for each object, which can then be opened up through other sharing mecha…Organization-Wide Defaults (OWD) represent the baseline level of access that users have to records they do not own in Salesforce. As the foundation of the sharing model, OWD settings establish the most restrictive access level for each object, which can then be opened up through other sharing mechanisms like sharing rules, manual sharing, or role hierarchies.<br><br>There are four primary OWD settings available: Private, Public Read Only, Public Read/Write, and Controlled by Parent. With Private settings, only the record owner and users above them in the role hierarchy can view and edit records. Public Read Only allows all users to view records but restricts editing to owners and those higher in the hierarchy. Public Read/Write grants all users the ability to view and edit all records for that object. Controlled by Parent is used for detail objects in master-detail relationships, where access is determined by the parent record's sharing settings.<br><br>Administrators configure OWD through Setup by navigating to Security Controls and selecting Sharing Settings. When modifying these settings, Salesforce may need to recalculate sharing rules, which can take time depending on data volume.<br><br>Best practices suggest setting OWD to the most restrictive level required by any user group, then using sharing rules and role hierarchies to extend access where needed. This approach follows the principle of least privilege, ensuring data security while maintaining appropriate accessibility.<br><br>OWD settings apply to standard and custom objects differently. Some standard objects like Solutions and Ideas have unique default options. Understanding how OWD interacts with profiles, permission sets, and the role hierarchy is essential for administrators designing secure yet functional data access models.<br><br>Proper OWD configuration ensures compliance with organizational security policies while enabling efficient collaboration across teams and departments within the Salesforce environment.
Organization-Wide Defaults (OWD) - Complete Guide
What are Organization-Wide Defaults (OWD)?
Organization-Wide Defaults (OWD) are the baseline level of access that users have to records they do not own in Salesforce. OWD settings establish the most restrictive level of access for each object across your entire organization. From this foundation, you can then open up access to specific users using other sharing mechanisms.
Why are OWD Important?
OWD settings are critical because they: • Form the foundation of the Salesforce sharing model • Determine the default visibility of records across your organization • Help maintain data security and privacy • Ensure compliance with business requirements and regulations • Control what users can see and do with records they do not own
How OWD Works
OWD can be set to different access levels for each object:
Private: Only the record owner and users above them in the role hierarchy can view, edit, and report on those records.
Public Read Only: All users can view and report on records but cannot edit them unless they are the owner.
Public Read/Write: All users can view, edit, and report on all records.
Public Read/Write/Transfer: Available for leads and cases. All users can view, edit, transfer, and report on all records.
Controlled by Parent: Used for detail objects in master-detail relationships. Access is determined by the parent record's sharing settings.
Key Concepts to Remember
1. OWD is the starting point - you can only open up access from OWD, never restrict it further using sharing rules.
2. Role hierarchy grants access upward - managers can see their subordinates' records when OWD is Private.
3. Standard objects have predefined OWD options, while custom objects offer all standard options.
4. Changing OWD triggers sharing recalculation, which can take time in large organizations.
5. The Grant Access Using Hierarchies checkbox can be disabled for custom objects to prevent managers from seeing subordinates' records.
Common OWD Scenarios
• Sales teams competing for deals: Set Opportunity OWD to Private so representatives cannot see each other's deals.
• Customer service transparency: Set Case OWD to Public Read Only so all agents can view cases but only owners can edit.
• Collaborative environment: Set Account OWD to Public Read/Write when all users need full access.
Exam Tips: Answering Questions on Organization-Wide Defaults
1. Start with the most restrictive setting: When a scenario requires limiting access, remember that Private is the most restrictive OWD setting.
2. Understand the sharing model hierarchy: OWD → Role Hierarchy → Sharing Rules → Manual Sharing → Apex Sharing. Questions often test whether you know OWD is the baseline.
3. Know your access levels: Be clear on the difference between Private, Public Read Only, and Public Read/Write. Exam questions frequently present scenarios requiring you to choose the appropriate level.
4. Master-Detail relationships: Remember that child objects in master-detail relationships use 'Controlled by Parent' and inherit sharing from the parent object.
5. Watch for keywords: Look for phrases like 'only owners should see,' 'all users need to view,' or 'everyone should be able to edit' to determine the correct OWD setting.
6. Role hierarchy consideration: When questions mention managers needing access to team records, remember role hierarchy grants upward access when OWD is Private.
7. Consider performance: Questions about large data volumes may reference sharing recalculation times after OWD changes.
8. External access: For questions involving partner or customer portal users, remember that separate OWD settings exist for external users.
9. Read carefully: Distinguish between 'view' access (Public Read Only) and 'edit' access (Public Read/Write) in scenario-based questions.