The FormulaShare Rules tab in the FormulaShare app summarises the status of each rule and provides options for making changes or recalculating sharing for an object.
Most fields in the list show details set in the rule. The extra monitoring fields are populated as below
- Last Full Assessment: The date and time that batch job assessment last completed for this rule. The column will show "Pending" if the batch job hasn't yet run for the rule, and "Processing" if batch job is currently in progress.
- Records Shared: Shows the total number of records which are shared under this rule on the date the batch job last ran
- Warnings: Shown only if issues have been detected related to this rule. Two types of warning may appear here:
- Record errors – shown when errors have been identified at a record level. This links to the record logs report summarising the errors for that object. Note that to access the reports linked in this column, users must either have the "View Reports in Public Folders" permission or have the folder "FormulaShare Reports" shared with them directly.
- Batch errors – shown when one or more batch job failures have been detected for this rule. This links to the Batch Errors report pre-filtered to the object, where you can review the exception details captured for each failure. See Errors and Warnings for more on what batch errors capture.
The buttons on the right of the table enable actions to be taken in relation to the object and rules:
- Apply Rules to a Record (available on object rows): Opens a dialog to select a specific record and apply all or a subset of rules for that object immediately. See Applying Rules to a Record for full details.
- Recalculate Sharing (available on object rows): Submits all records of the object for full sharing assessment. This can be useful to recalculate sharing for all records after a rule has been added or changed.
- View / Edit (available on rule rows): Enables review and edit of an existing rule.
- Activate / Deactivate (available on rule rows): Will deploy a change to the rule's custom metadata record to activate or deactivate this. A change to activation will be applied the next time a full recalculation is made on the object.
- Apply Rule to a Record (available on rule rows): Opens a dialog with this rule pre-selected to apply it to a specific record immediately. See Applying Rules to a Record for full details.
- View Records Shared Since Last Batch (available on rule rows): Links to a report of logs showing all sharing which has been created or removed during the last batch job, and any sharing changes applied by real time processing since this batch.
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