Northern Trail Outfitters has the Case Object set to private. The support manager raised a concern the reps have a boarder view of data than expected…

The issue is caused by a standard dashboard with a specified "Running User" who has broad data access, likely stored in a public folder. When the Organization-Wide Default (OWD) for an object is set to Private, users can typically only see their own records. However, a standard dashboard's data visibility is determined by the permissions of the single, designated Running User, not the individual viewing the dashboard. If the Running User is a manager with access to all cases, then all support reps viewing that dashboard will see all the manager's data, overriding their own more restrictive permissions.

A. Dashboard Filters: Filters allow users to refine the data displayed on a dashboard but do not grant access to records they are not permitted to see.

B. Dashboard Subscriptions: Subscriptions email a snapshot of the dashboard. This does not explain why reps have broader access when viewing the live dashboard directly.

C. Dynamic Dashboards: This is the solution, not the cause. A dynamic dashboard runs with the security permissions of the logged-in user, correctly restricting data visibility according to the private model.

1. Salesforce Help Documentation

"Choose a Running User in Lightning Experience": This document states

"The running user determines whose data is visible on a report or dashboard... The running user overrides sharing rules

so be sure to choose a running user who has the correct access level. You don’t want to show more or less data than your viewers should see." This directly explains how reps can see more data than expected.

2. Salesforce Help Documentation

"Dynamic Dashboards: Choose Who People View a Dashboard As in Lightning Experience": This source clarifies the opposite behavior: "A dynamic dashboard runs using the security settings of the user viewing the dashboard. Each user sees the dashboard according to his or her own access level." This confirms that a dynamic dashboard would prevent the issue

not cause it.

3. Trailhead

"Reports & Dashboards for Lightning Experience" module

"Control Data Visibility" unit: This module explains the fundamental difference: "When you set the running user to someone specific

anyone who views the dashboard sees data as that person. When you let the viewer choose who to view the dashboard as

they see data as themselves

or someone below them in the role hierarchy."