Sharing Data in Propertybase Part 2- Security Settings So now that we have our role hierarchy set up, and we understand data flows from the top down, and we understand that we need to share data between the rentals and the sales manager here, we need to understand what else is going on. So we can see that, in this situation, the sales agents and rentals agents can't see each other. So basically, we have our data model a little more private. So the important thing to look at in this is our organization-wide security defaults. So if we look over on the side here, under admin set up, there is Security Control section and Sharing Settings. So this is the key bit of administering your sharing. So you can see organization-wide defaults here. So one thing to point out is that the organization-wide defaults are very important, because we can set up exceptions to them to grant additional access, but we can never lock them down more. So let's just deal with contact on this situation. And let's go ahead and look at this. So we can see that we have Public Read Write on account and controlled by parent by contact. And that's a little bit confusing, because all that means is that usually accounts and contacts have a relationship, which is one to many, which means one account can have many contacts associated with them. So that's saying that in the case the account is public, the contact will be public as well. So obviously using Propertybase, that situation can be different, since we have individual clients a lot in the real estate business. So in our model, since we don't want to share data company-wide, we need to set this to private. And you can see that it pops up with an opportunity message, which as I've said before, you can always ignore anything about opportunity or cases and Propertybase. And there's the other one about cases. So then we see we have private. Now to be sure we've got that, we can set the contact to private too. So what that means is that when an individual in our hierarchy, who is right here-- this sales agent-- they can only see their own data that they own. Our sales manager will be able to see only the data they own, and the person underneath them in this situation right here. Now what we're going to do is write a rule eventually in the next video to make an exception to this. But what's really important to understand in our organization-wide defaults is our options. So we have Private, Public Read Only, which means that everyone can see everything, but not delete it-- a lot of people choose to go with that, because it does make things a little more open-- and Public Read Write, which if you have a really small team, or if you have a very open culture in your company, is a good idea to. But a lot of people do keep things private. I know a lot of agents and a lot of people like to keep their books kind of closed. So it's important to go in and set that up to private. And that means that if your sales agent owns a record, the only people that will be able to see it are the people above him in the hierarchy. So that's basically how the organization-wide defaults work. You can go down here. You can see this is organized by object. Obviously, you're interested in listings as well. Some of the listings may be private. Some may need to be public, but they can't change, or maybe we can change them if we're working as a team. Offer is the same way. And you can really get as specific as you want to this. But the key points to remember, with organization-wide defaults, is that the only exceptions we can make to them going forward is to open them up. We can't restrict them more. So for instance, we can't set everything to public, and then later say, it's public except for this person. So what we would need to do is set everything to private and make exceptions, which we're going to cover in the next video, which will be about sharing rules. So after you set them, don't forget to save. And it'll tell you it's going to recalculate. It depends on the amount of data, how long it takes. I've never really seen it take much more than 25 seconds or so. And you're all done. You can review your default access here. And the next step is to move on to sharing rules, which we'll do in the next video.
What are organization-wide defaults?
Organization wide defaults set the security for all objects in Propertybase. From this screen you can set the default security for every object in Propertybase.
Why are organization-wide defaults important?
Organization wide defaults are the key to controlling the access to data in Propertybase. You can go from total open, all the way to completely private. It's up to you and the policies of your business to determine how to set these.
Move on to the next video in the series!:
Controlling Data Sharing in Propertybase – Part 3 | Sharing Rules
To rewatch Part 1 on the videos series check out:
Controlling Data Sharing in Propertybase - Part 1 | Setting up Roles
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