You can restrict the access to all or some Form records and provide access permissions to specific organizational users. You need to define the security settings for Form as private and then create rules that enable specific user roles ( existing or new roles) to access specified Forms.

Defining Sharing Settings

Step 1: Restrict Access to Form Records

In order to restrict access to Forms you need to specify the level of access users have to the Form’s record.

  1. In the Setup, select SETTINGS>SECURITY>SHARED SETTING.
  2. From the Manage sharing settings for: dropdown list, select Forms.

2. In the Organization-Wide Sharing Defaults area, click Edit and change the Form settings for Default Internal Access from Public Read/Write/Transfer to Private.

SetFormPrivate

3. Click Save.

Step 2: Add a New Role

In the organization define a new role.

1. In Setup > Manage Users > Roles, click Add Role.

2. Fill in the details for the role.

Add Role

3. Click Save.

CreateRoleExample

Step 3: Create Share (Sharing) Rule

You can now enable users with the new role to access the Form records.

1. In the Setup, select Administer>Security Controls>Sharing Settings, scroll down to Form Sharing Rules and click New.

FormSharingRules

2. Define the rule that enables sharing specific Forms.

FormSharingRule2

3. Click Save.