How to setup Sites Sharing Settings

1. Sites sharing Settings overview

In March 2020, Salesforce is planning on forcing the enabling of new Site Security Settings.  These instructions are not yet required for new installs, but are provided here for those organisations that have enabled the Sharing settings early.

Sites Sharing Settings enables the public facing webisite forms (known as Force.com Sites) to see selected records in read only mode inside Salesforce.

This read only access is required so the checkout forms can read setup/configuation data, along with access to view information that is defaulted/linked to the campaign forms.  Information defaulted includes contact information, account details, campaign membership/subscription etc.

1. Navigate to Sharing Settings

Enable Secure guest user record access on Sharing Settings      

In setup, perform a quick find for "Sharing Settings" and click on the "Sharing Settings" result.

Then click the Edit Button.

 Scroll down the page to "Other Settings" section and select "Secure guest user record access".

The other checkboxes have no impact on this particular update and do  not matter from this updates perspective if they are ticked or not  ticked.  Please work with Salesforce or your Salesforce consultant  should you require further info on those details.

  • For lightning users, click on the setup cog (top right).  For classic users click on the setup link top right.
  • Search "Sharing Settings" (1) and click into the Sharing Settings option (2)

3. Add Merchant Facility Sharing Settings

Scroll down the page and click the "New" button in the "Merchant Facility Sharing Rules" section.

  1. Rule Name: "All Active Merchant Facilities"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Active equals true"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

4. Add Payment Txn Sharing Settings

Scroll down the page and click the "New" button in the "Payment Txn Sharing Rules" section.

  1. Rule Name: "All Payment Txn Being Processed"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Status Not Equal Refund Start"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

The following sharing rule is only required if using the Peer-to-Peer Module of Payments2Us.  If your organisation is a Not-for-profit, or may use this module at a future date then we recommend adding this rule now.

Add another rule for Payment Txns Sharing Rules.

  1. Rule Name: "All Peer-to-Peer Registration"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Transaction Source Equals P2P Registration, P2P Team Member Registration"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

The following sharing rule is only required if using the Peer-to-Peer Module of Payments2Us.  If your organisation is a Not-for-profit, or may use this module at a future date then we recommend adding this rule now.

5. Add URL Token Sharing Settings

Scroll down the page and click the "New" button in the "URL Token Rules" section.

  1. Rule Name: "All Public URL Tokens"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Where Used Not Equal Internal Only"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

6. Add Campaign Sharing Settings

Scroll down the page and click the "New" button in the "Campaign Sharing Rules" section.

  1. Rule Name: "All Publish On Web Campaigns"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Where Publish on Web Equals True"
    AND IsActive equals true
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

The following sharing rule is only required if using the Peer-to-Peer Module of Payments2Us.  If your organisation is a Not-for-profit, or may use this module at a future date then we recommend adding this rule now.

Add another rule for Campaign Sharing Rules.

  1. Rule Name: "All Peer-to-Peer shared with website"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Campaign Record Type equals Peer-to-Peer, Peer-to-Peer Fundraiser"
    AND Active equals true
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

The following is an alternative to the above.  Note, this option has a much wider sharing of campaigns and is not best practice.  Speak with your Salesforce administrator or Consultant for options that might narrow this criteria down.

The above said, there are times when a Campaign might be passed in as a URL parameter, passed in as a URL Token or set as default on the Payment Form.  If the Campaign is not shared, then that can cause issues with the Payment For details being missed.

Add another rule for Campaign Sharing Rules.

  1. Rule Name: "All Active Campaigns Shared with Website"
  2. Select "Guest user access, based on criteria"
  3. Criteria "IsActive equals true"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only"

7. Add Peer-to-Peer Campaign Sharing Settings

The following sharing rule is only required if using the Peer-to-Peer Module of Payments2Us.  If your organisation is a Not-for-profit, or may use this module at a future date then we recommend adding this rule now.

Scroll down the page and click the "New" button in the "Peer-to-Peer Campaign Sharing Rules" section.

  1. Rule Name: "All P2P with public website"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Where Fundraiser Type equals Individual, Team"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only

8. Add Account and Contact Sharing Settings

This section is only required if you are using any of the following

  • Memberships or Subscriptions module
  • URL Tokens that are linked with Accounts or Contacts
  • URL Parameters - cid, aid

If your organisation does NOT have the org wide defaults for Contacts set to Controlled by Parent, then you will also need to setup a Sharing rule on Contacts.

Scroll down the page and click the "New" button in the "Account Sharing Rule" section.

  1. Rule Name: "All Accounts with Public Website"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Where Account Name Not Equal AccountNameThatDoesNotExist"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot..
  5. Access Level "Read Only"

Note, this is not best practice as it shares all accounts.  This rule is provided as one example.  You should look at a criteria option that is more selective and covers your use cases.  Please contact your Salesforce implementation partner or if you have Premium Support for Payments2us then contact our support for suggestions.

9. Contact Sharing Rules

This section is ONLY VALID if your Contact sharing settings are NOT set to Controlled by Parent.  I.e. Contact sharing is private.

Sharing Settings | Salesforce - Google Chrome

This section is only required if you are using any of the following

  • Memberships or Subscriptions module
  • URL Tokens that are linked with Contacts
  • URL Parameters - cid

Scroll down the page and click the "New" button in the "Contact Sharing Rule" section.

Sharing Settings | Salesforce - Mozilla Firefox
  1. Rule Name: "All Contacts with Public Website"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Where Last Name Not Equal ContactNameThatDoesNotExist"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot..
  5. Access Level "Read Only"

Note, this is not best practice as it shares all Contacts.  This rule is provided as one example.  You should look at a criteria option that is more selective and covers your use cases.  Please contact your Salesforce implementation partner or if you have Premium Support for Payments2us then contact our support for suggestions.

10. Add Recurring Payments Sharing Settings

This section is only required if you are using PayPal with any of the following:

  • Memberships/Subscriptions
  • Recurring PayPal Payments
  • When allowing Card Holders / Direct Debit self update

If you feel there is even a small possibility of using these options in the future, we recommend setting this up now.

Scroll down the page and click the "New" button in the "Recurring Payment Sharing Rule" section.

  1. Rule Name: "All Active Recurring with Public Website"
  2. Select "Guest user access, based on criteria"
  3. Criteria "Where Recurring Status Equals Active, Suspended - Max retries exceeded"
  4. Share with. Select the user that is associated with the Force.com Sites that was previously setup for Payments2Us. If you only have one option here, then that is most likely the correct one to use.  Note, the name of your particular site will vary from the name shown in this screenshot.
  5. Access Level "Read Only