When you review and publish existing and draft data access rules for a business entity, MDM SaaS automatically runs a publish data access rules job. It's a system-generated job that publishes the data access rules to reevaluate record permissions for custom user roles.
For example, your organization has 50,000 records. You create a data access rule that allows records with the Country field set to United Kingdom and assign it to Role 1. When you save the data access rule, MDM SaaS saves the rule as a draft. After you publish the draft data access rule, MDM SaaS automatically runs a publish data access rules job.
The job processes 50,000 records in your organization based on the data access rule condition. If 10,000 records have the country as United Kingdom, the job assigns each record to Role 1, thereby granting access to 10,000 records. When users that are assigned to Role 1 search for records in business applications, MDM SaaS fetches the 10,000 records and optimizes the performance by reducing the loading time.
Additionally, ensure that you publish the existing data access rules in your organization. If you don't publish the existing data access rules, MDM SaaS processes all records in your organization each time to retrieve record permissions for a custom user role. When users assigned to the custom user role search for records, MDM SaaS internally fetches all records and then applies the data access rule condition to filter and display the records that the custom user role can access. This process might impact performance because of the increase in loading time when users with the custom user role search for records in business applications.
The duration of a publish data access rules job depends on the conditions that you set and the total number of records that are impacted.