General Settings

Learn about General Settings in Maica

These settings determine how Maica manages General Settings and their function throughout the application. Please refer to the below table for more information on each setting:

Setting	Description
Maica Managed Sharing	Salesforce offers a security mechanism called Sharing Rules which allow you to configure access for particular users to specific records in Salesforce. This setting enables Maica to automatically create or remove a Salesforce Sharing Rule for a Resource when a Resource Participant (on the Resource’s profile) is added or removed. Note: For this setting to function correctly, the Contact sharing model must be set to Private. Otherwise, all users may already have access to all Contact records, making sharing rules unnecessary or ineffective. To learn how to set the Contact sharing model to Private, refer to the section below.
Allow Saving when Validation Rule is triggered	Salesforce offers a validation mechanism called Validation Rules which allow you to configure specific validations, such as field masks and mandated values. This setting enables/disables Maica to adhere to any Salesforce Validation Rules configured against the Appointment record and, if triggered, prevent the creation/management of an Appointment.
Schedule Horizon	When creating recurring Appointments or Shifts, Maica will generate the relevant records in advance for you but this will be a rolling generation limited by the Schedule Horizon. As an example, by setting the Schedule Horizon to 4 weeks, your recurring Appointments/Shifts will be generated 4 weeks in advance at any one time.

Time Bracket Configuration Settings

Please refer to the below table for more information on each setting:

Setting	Description
Time of Day	When billing, particularly within the NDIS, there may be multiple Support Items for the same service but different times, for example a Support Item for a 10am service might be different to a Support Item for the same service at 3pm. As such, Maica needs to know what time falls into what bracket, for example 3pm is considered to be Afternoon and so forth. This setting defines the various time brackets and their corresponding service times for the purposes of billing.
Prioritisation	This setting defines which order Maica will use when a time falls into multiple time brackets so the most relevant Support Item is selected for the purposes of billing.

Enabling Maica Managed Contact Sharing

Follow the steps below to configure your Salesforce org for Maica's Contact Sharing model.

Note: Maica’s managed sharing applies to Contact records only. If your organisation requires managed sharing for other objects, this would need to be handled outside of the Maica package.

Contact records must be associated with an Account in order for sharing to apply. If a Contact does not have an Account, Salesforce will not apply any sharing rules—even if Maica Managed Sharing is enabled. This is a known Salesforce behaviour.

To fix this, either:

• Enable Person Accounts in your org, or

• Automatically assign a default Account to Contacts with no Account using a Flow (If you need help with this - please contact Maica Support).

Step 1: Set Contact Sharing to Private

1. Go to Setup in Salesforce.

2. In the Quick Find box, search for and select Sharing Settings.

3. In the Organisation-Wide Defaults section:

   • Either select Contacts from the Manage sharing settings for dropdown, or

   • Click Edit and locate Contact in the list.

4. Set both Internal Access and External Access for Contact to Private.

5. Click Save if prompted.

When the sharing model for Contacts is set to Private, a user can only see Contact records that they own or that are explicitly shared with them—either directly, via role hierarchy, manual sharing, sharing rules, or team access. This is the default and recommended setting for Maica.

Check the Profiles that Override Contact Sharing list. If any user profile has ticks here, those users will be able to view and modify all Contact records regardless of sharing settings. This may be appropriate for System Administrators, but should not be enabled for standard users.

Step 2: Enable Maica Managed Sharing

1. Navigate to Maica Settings in Salesforce.

2. Under the General Settings section, locate the Maica Managed Sharing setting (explained above).

3. Click Edit.

4. Toggle the setting on.

5. Click Save.

Note: It may take a few minutes for any changes to take effect.

Sharing Records

Contact sharing is managed via the Resource Participants object. In the example below, you can see that the Contact Yuri Green has been shared with this user:

To share another Contact:

1. Click New in the top-right corner of the Resource Participants section on the Contact record.

2. In the pop-up, select the appropriate Resource and Contact.

3. Set a Start Date for the access.

4. (Optional) Add an End Date if you want access to be removed automatically on a specific date. Most users will leave this blank.

5. Click Save.

Once saved, the selected Contact will be visible to the user associated with the Resource. For example, if you add Sarah Milne, that user will now have access to both Yuri Green and Sarah Milne’s records—along with any Contacts they own or that have been manually shared with them.