How to Create Public Groups in Salesforce

A public group is a defined entity comprising individual users, other groups, individual roles, and/or roles with their subordinates, all sharing a common function. Let’s learn how to create Public Groups in a Salesforce org.

Why we create Public Groups in Salesforce?

• Public groups in Salesforce are utilized for defining sharing rules.
• They enable the organization of different Users, Roles, Roles and Subordinates, and even public groups, facilitating the application of necessary sharing rules.
• Utilizing a public group when defining a sharing rule simplifies the creation process and enhances clarity, especially when managing numerous sharing rules within a sizable organization.
• Public groups extend sharing rules beyond Role Hierarchies in Salesforce.

Steps to Form Public Groups?

Steps to follow to create a public group: 

• You can locate Public Groups directly by searching for “Public Groups” in the Quick Find Box.

• Click “New”

• Start by entering the label. The group name will be automatically generated.

• If you wish to share access based on role hierarchies, select the “Grant Access using Hierarchies” option.

• If you prefer not to share access based on role hierarchies, deselect the “Grant Access Using Hierarchies” checkbox.

• Next, search for and select users, roles, roles and their subordinates, or public groups in the search box as per your requirement, and add them to the “Selected Delegated Groups.”

• Finally, click the “Save” button to apply the changes.

Public Group Considerations

1. Establish groups when several users share similar access requirements.
2. Formulate groups for members who have stable memberships and do not frequently join or leave.
3. For groups exceeding 10,000 members, enhance performance by managing membership through the GroupMember API object rather than the Setup detail page.
4. Avoid excessive nesting by limiting group levels to five or fewer.
5. Optimize record access by enabling role hierarchies for public groups. However, refrain from using this feature when creating groups with All Internal Users.
6. In Salesforce orgs established before February 8, 2024, assess and update public groups containing Roles, Internal, and Portal Subordinates members following the activation of digital experiences.
7. Note that public groups cannot include high-volume community or site users.

Create Public Groups in Salesforce: Video Guide

Also

➡️ Salesforce Roles, Profiles, Permission Sets, and Permission Groups
➡️ Set up Case Team Roles in Salesforce