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Create Sharing Rules and Sharing Sets for Self-Scheduling Workflows

Create sharing rules to manage access to appointment scheduling objects that have external access set to private.

Required Editions

Available in: Lightning Experience

Available in: Enterprise and Unlimited Editions with Health Cloud
User Permissions Needed
To use self-service appointment scheduling:

OmniStudio in Lightning Experience Patient

AND

Appointment Scheduling on Health Cloud

To create sharing rules: Manage Sharing
  1. From Setup, in the Quick Find box, enter Sharing Settings, and then select Sharing Settings.
  2. In Managed Sharing Settings for, select Accounts and create a sharing rule for authenticated users.
    1. In the Account Sharing Rules section, click New.
    2. For Label, enter Account Sharing Settings. Accept the default name.
    3. Enter these details.
      Field Value
      Rule Type Based on criteria
      Criteria Account Record Type equals Business
      Share with Public Groups - All Customer Portal Users
      Default Account and Contract Access Read Only
  3. Click Save and click OK at the prompt.
  4. To give guest users access to the Intelligent Appointment Management objects, create a rule for each required object.
    1. Select Accounts and then, in the Account Sharing Rules section, click New.
    2. For Label, enter Account Sharing Settings Guest. Accept the default name. Then enter these details.
      Field Value
      Rule Type Guest user access, based on criteria
      Criteria Account Record Type equals Business
      Share with <Site> Guest User
      Default Account and Contract Access Read Only
    3. Click Save and click OK at the prompt.
    4. Add a rule for each of these objects.
      For each rule, enter a descriptive label that specifies Guest. Select the Guest user access, based on criteria rule type, share the object with the <Site> Guest User, and set the level of access to Read Only.
      In this list, <blank> indicates an empty field value. For these criteria, don’t enter anything in the Value field.
      Object Criteria
      Appointment Reasons Is Active equals True
      Assets Name not equal to <blank>
      Asset Types Name not equal to <blank>
      Care Provider Facility Specialties Active equals True
      Care Provider Searchable Field Care Provider Searchable Field Name not equal to <blank>
      Care Specialties Active equals True
      Code Sets Active equals True
      Code Set Bundles Name not equal to <blank>
      Engagement Channel Types Active equals True
      Healthcare Facility Networks

      Facility Network Name not equal to <blank>

      AND

      Active equals True
      Healthcare Payer Networks

      Payer Network Name not equal to <blank>

      AND

      Active equals True
      Healthcare Practitioner Facilities

      Practitioner Facility Name not equal to <blank>

      AND

      Active equals True
      Healthcare Providers Healthcare Provider Name not equal to <blank>
      Healthcare Provider NPIs Name not equal to <blank>
      Healthcare Provider Specialties Specialty Name not equal to <blank>
      Healthcare Provider Taxonomies Taxonomy Name not equal to <blank>
      Operating Hours Name not equal to <blank>
      Service Resources Name not equal to <blank>
      Service Territories Name not equal to <blank>
      Work Orders Work Order Number not equal to <blank>
      Work Type Asset Types Name not equal to <blank>
      Work Type Groups Work Type Group Name not equal to <blank>
      Work Types Work Type Name not equal to <blank>
  5. Save your changes.
  6. From Setup, in the Quick Find box, enter Digital Experiences, and then select Settings.
  7. Under Sharing Sets, click New. Enter a name for the sharing set.
    1. Move your cloned Customer Community profile to the Selected Profiles. The cloned profile is based on either a Customer Community Plus User or Customer Community User profile. See Create a Profile and Assign Permissions to Authenticated Users for Self-Scheduling.
    2. Move the Account and Service Appointment objects to the Selected Objects list.
  8. In the Configure Access section, click Set Up next to Account.
    To give the guest user access to their own account, enter these details.
    Field Value
    User Contact.Account
    Target Account Id
    Access Level Read/Write
  9. Click Update.
  10. In the Configure Access section, click Set Up next to Service Appointment.
    To give the guest user access to their own service appointments, enter these details.
    Field Value
    User Contact.Account
    Target Account Account
    Access Level Read/Write
  11. Click Update and save your work.

See Also