OWD in Salesforce, or Organization-Wide Defaults, is one of the most crucial components in controlling data access within the Salesforce platform. Whether you’re an admin, developer, or business analyst, understanding OWD is key to implementing secure and scalable sharing settings.
In this article, we’ll cover everything you need to know about OWD in Salesforce, including its definition, types, examples, and best practices.
What is OWD in Salesforce?
OWD (Organization-Wide Default) in Salesforce defines the baseline level of access that users have to each other’s records when no explicit sharing rules, role hierarchy, or manual sharing is in place. It is the first level of security in the Salesforce record-level security model.
This means OWD determines whether a user can:
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View a record
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Edit a record
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Not see it at all
Why is OWD Important in Salesforce?
OWD is essential for enforcing data privacy and protecting sensitive information. It ensures that users only access records relevant to their roles, reducing the risk of data leaks or unauthorized changes.
Key reasons OWD is used:
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Maintain data confidentiality
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Improve performance by restricting unnecessary access
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Enforce a minimum level of security
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Serve as a base layer before applying additional sharing settings
Types of OWD in Salesforce
Each object (Standard or Custom) can have its own OWD setting. The most common OWD access levels include:
| Access Level | Description |
|---|---|
| Private | Only the record owner and those above in the role hierarchy can access. |
| Public Read Only | All users can view but only the owner can edit. |
| Public Read/Write | All users can view and edit the record. |
| Controlled by Parent | Record access is determined by the parent object’s access settings. |
OWD in Salesforce for Standard Objects
Here are the default OWD settings available for standard Salesforce objects:
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Accounts: Private, Public Read Only, Public Read/Write
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Contacts: Controlled by Parent (if using Account), Private, etc.
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Opportunities: Private, Public Read Only, Public Read/Write
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Cases: Private, Public Read Only, Public Read/Write
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Leads: Private, Public Read Only, Public Read/Write
How to Set OWD in Salesforce
You can configure OWD from:
Setup → Security Controls → Sharing Settings
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Navigate to Setup
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Type “Sharing Settings” in the Quick Find box
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Click on “Sharing Settings”
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Edit the default internal access and external access for each object
Example of OWD in Salesforce
Let’s say you have an organization where sales reps should not see each other’s opportunities.
OWD Setting:
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Set Opportunities to Private
Result:
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Each rep can only view and edit their own Opportunities unless sharing rules or role hierarchies are applied.
OWD vs Role Hierarchy vs Sharing Rules
| Feature | Function |
|---|---|
| OWD | Baseline access level across the org |
| Role Hierarchy | Lets higher roles access data owned by roles beneath them |
| Sharing Rules | Grant exceptions to OWD, sharing records between users/groups/roles |
Together, they form a layered sharing model that makes Salesforce flexible yet secure.
Best Practices for Setting OWD in Salesforce
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Start with Private: Always start with the most restrictive setting.
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Use Sharing Rules for Exceptions: Add flexibility only when needed.
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Avoid Public Read/Write unless required: It can compromise data integrity.
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Test Access Levels: Use “Login As” feature to verify user access.
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Document Your Settings: Track changes and communicate with the team.
Common Mistakes to Avoid
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Setting Public Read/Write for sensitive objects
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Forgetting to update OWD after changes in business requirements
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Not considering how OWD affects reports, workflows, and automation
FAQs about OWD in Salesforce
Q1. Can we have different OWD settings for different users?
No, OWD is set at the object level and applies to all users in the organization.
Q2. What happens if I change OWD from Public to Private?
Users may lose access to records they previously could see or edit. Always review sharing rules and role hierarchy when making changes.
Q3. Does OWD affect reports and dashboards?
Yes, users can only report on data they have access to via OWD and other sharing settings.
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Conclusion
OWD in Salesforce is the foundation of your record-level security strategy. By understanding and configuring it properly, you can protect your organization’s data while empowering your users with the access they need.
Start with restrictive settings and open up access where necessary using role hierarchies, sharing rules, and manual sharing. When used correctly, OWD not only secures your data but also ensures performance and compliance.
