Document Sharing Rule Groups
With Document Sharing Rules, the criteria you set determines whether a role(s) has access to a document. Upon creation of a document, Komodo Publications Planning evaluates all Document Sharing Rules. If a Document Sharing Rule evaluates to true for the document, Komodo Publications Planning inserts the associated role(s) for that Document Sharing Rule into the document's Document Roles database table and grants associated groups access to the document. Groups are associated with Document Sharing Rules through Document Sharing Rule Groups. The Document Roles table determines what users can see and do as a document goes through its lifecycle. This means that when a document's state changes, the permissions for each Document Role are recalculated.
Special considerations
Keep these considerations in mind when working with Document Sharing Rule Groups:
To control sharing of documents, use Document Sharing Rules. Do not attempt to control sharing of documents by creating custom Salesforce sharing rules.
Komodo Publications Planning only evaluates Document Sharing Rules upon document creation. However, you can run a batch job to recalculate the sharing on documents so that any groups or group members who are added to a document after it has been created can still be granted the appropriate access.
When a document changes states and has a least one Document Role assigned to it, the permissions for each Document Role are recalculated.
Sharing rules only insert a role into a document's Document Roles table. You still need to configure what that role can do throughout the document's lifecycle. Visit Document permissions.
Configure document sharing rules
Document Sharing Rule Groups are configured using three custom metadata types:
Document Sharing Rule Group (
CM_Document_Sharing_Rule_Group__mdt) - connects Document Sharing Rules and Groups.Document Sharing Rule (
CM_Document_Sharing_Rule__mdt) - the criteria used to determine whether a role(s) has access to a document.Group (
CM_Group__mdt) - group of users.
