Sharing Survey With External/Guest User

1. Review Organization-Wide Defaults (OWD)

Before creating specific rules, it is important to understand your current security baseline.

1. Navigate to Setup (the gear icon).
2. In the Quick Find box, type "Sharing" and select Sharing Settings.
3. Under the Organization-Wide Defaults section, review the "Default External Access" column.

• Note: For maximum security, it is common to keep these settings as Private and use sharing rules to open access only where necessary.

2. Create a Guest User Sharing Rule

Sharing rules allow you to grant access to specific records (like a survey) based on criteria you define.

1. On the Sharing Settings page, scroll down to the Survey Sharing Rules section.
2. Click New.
3. Step 1: Rule Name

• Enter a Label (e.g., Guest User for Survey).
• The Rule Name will auto-populate.

1. Step 2: Select your rule type

• Select the radio button for Guest user access, based on criteria.

1. Step 3: Select which records to be shared

• Define the criteria that must be met for a survey to be visible to the guest.
• Field: Allow Guest To Access
• Operator: Equals
• Value: True

1. Step 4: Select the users to share with

• Choose the appropriate Survey Site Guest User from the dropdown menu.

1. Step 5: Select the level of access

• Set the Access Level to Read Only.

1. Click Save.

3. Verify the Configuration

Once the rule is saved, it will appear in the Survey Sharing Rules list.

• Ensure the Criteria column correctly reflects Allow Guest To Access EQUALS True.
• Confirm the Access Level is set to Read Only to protect your data integrity.

Security Note: Sharing rules for guest users grant access to anyone with the survey link. Always ensure that only the necessary records meet the criteria defined in Step 2.