Specific Account Access for Renewals and Sales Operations Teams

D

In the given scenario, Cloud Kicks is implementing measures to comply with the General Data Protection Regulation (GDPR) and restrict access to personal information data to only authorized users. The company has a private Account model, which means that access to Account records needs to be controlled based on specific criteria.

To provide specific Account access to the Renewals and Sales Operations teams, the Consultant should consider the following options:

A. Create a role-based sharing rule to share all Accounts with the Sales Operations and Renewals roles.

This option involves creating a sharing rule based on roles. A role-based sharing rule allows access to be granted to records based on the role hierarchy defined in Salesforce. In this case, if the Sales Operations and Renewals teams have specific roles assigned to them, the Consultant can create a role-based sharing rule to share all Account records with these roles. This would ensure that members of these roles have access to the necessary Account records. However, it is important to note that this option would grant access to all Account records and not just the ones relevant to the Renewals and Sales Operations teams.

B. Create a criteria-based sharing rule to share Accounts with the Sales Operations and Renewals public groups.

This option involves creating a sharing rule based on criteria and sharing records with public groups. A criteria-based sharing rule allows access to be granted to records based on specific criteria defined by the Consultant. In this case, the Consultant can create a criteria-based sharing rule to share Account records that meet certain conditions (e.g., specific attributes or fields) with public groups assigned to the Sales Operations and Renewals teams. By doing so, only the relevant Account records would be shared with these teams, ensuring that access is limited to the necessary information.

C. Add Renewals and Sales Operations team members to a sales user's default Opportunity team.

This option involves leveraging the Opportunity team functionality in Salesforce. By adding the members of the Renewals and Sales Operations teams to the Opportunity team of a sales user, they can gain access to the associated Account records. However, it is important to note that this option provides access to the Account records indirectly through the Opportunity team. The Consultant should ensure that the appropriate sharing settings are in place to control access to the Opportunity records as well.

D. Create Renewals and Sales Operations Account team member roles and have Sales allocate Account team members to the appropriate users.

This option involves creating specific roles for the Renewals and Sales Operations teams as Account team members. By assigning Account team members to the relevant Account records, access can be granted to these teams. This option provides a more granular level of control over access, as the Consultant can allocate Account team members to the appropriate users based on their roles and responsibilities within the Renewals and Sales Operations teams.

Overall, option B (creating a criteria-based sharing rule to share Accounts with the Sales Operations and Renewals public groups) seems to be the most suitable choice in this scenario. It provides a controlled and specific access mechanism, allowing only the necessary Account records to be shared with the designated teams, thus aligning with the GDPR-focused implementation and the requirement to limit access to personal information data.