4/24/2019 Granting Access to Records

Granting Access to Records

You can use manual sharing to give specific other users access to certain types of records, including
accounts, contacts, and leads. Sometimes, granting access to one record includes access to all its
associated records.

REQUIRED EDITIONS

Available in: Salesforce Classic (not available in all orgs (articleView?

id=overview_edition_lex_only.htm&type=5&language=en_US))
Sharing for accounts and contacts is available in: Professional, Enterprise, Performance,
Unlimited, and Developer Editions

Sharing for campaigns, cases, custom object records, leads, and opportunities is available in
Enterprise, Performance, Unlimited, and Developer Editions

Territory management available in: Developer and Performance Editions and in Enterprise
and Unlimited Editions with the Sales Cloud

For example, if you grant another user access to an account, the user automatically has access to all
the opportunities and cases associated with that account.

To grant access to a record, you must be one of the following users.

The record owner

A user in a role above the owner in the hierarchy (if your organization’s sharing settings control
access through hierarchies)
Any user granted Full Access to the record
An administrator

To grant access to a record using a manual share:

1. Click Sharing on the record you want to share.

2. Click Add.
3. From the Search drop-down list, select the type of group, user, role, or territory to add.
Depending on the data in your organization, your options can include:

TYPE
Managers Groups

DESCRIPTION
All direct and indirect managers of a user.

TYPE
Manager Subordinates Groups

DESCRIPTION
Managers and all the direct and indirect reports they manage.

https://help.salesforce.com/articleView?id=granting_access_to_records.htm&type=5 1/4
4/24/2019 Granting Access to Records

TYPE
Public Groups

DESCRIPTION
All public groups defined by your administrator.

TYPE
Personal Groups

DESCRIPTION
All personal groups defined by the record owner. Only record owners can share with their
personal groups.

TYPE
Users

DESCRIPTION
All users in your organization. Does not include portal users.

TYPE
Roles

DESCRIPTION
All roles defined for your organization, including all users in each role.

TYPE
Roles and Subordinates

DESCRIPTION
All users in the role plus all users in roles below that role in the hierarchy. Only available when
no portals are enabled for your organization.

TYPE
Roles and Internal Subordinates

DESCRIPTION
All roles defined for your organization, including all users in the specified role, all the users in
roles below that role. However, it doesn’t include partner portal and Customer Portal roles.

TYPE
Roles and Internal and Portal Subordinates

DESCRIPTION
Adds a role and its subordinate roles. Includes all users in that role plus all users in roles below
that role. Only available when a partner or Customer Portal is enabled for your organization.
Includes portal roles and users.

https://help.salesforce.com/articleView?id=granting_access_to_records.htm&type=5 2/4
4/24/2019 Granting Access to Records

TYPE
Territories

DESCRIPTION
For organizations that use territory management, all territories defined for your organization,
including all users in each territory. For Enterprise Territory Management, only the territories in
the active territory model are available. This option is not available for manual account sharing
with the original territory management feature.

TYPE
Territories and Subordinates

DESCRIPTION
For organizations that use territory management, all users in the territory plus the users below
that territory. For Enterprise Territory Management, only the territories in the active territory
model are available.

NOTE In organizations with more than 2,000 users, roles, and groups, if your query doesn’t
match any items in a particular category that category doesn’t show up in the Search drop-down
menu. For example, if none of your group names contain the string “CEO,” after searching for
“CEO”, the Groups option no longer appears in the drop-down. If you enter a new search term,
all categories are still searched even if they don’t appear in the list. You can repopulate the drop-
down by clearing your search terms and pressing Find.

4. Choose the specific groups, users, roles, or territories whom you want to give access by adding
their names to the Share With list. Use the Add and Remove arrows to move the items from the
Available list to the Share With list.
5. Choose the access level (articleView?id=basics_record_access_levels.htm&type=5) for the record
you are sharing and any associated records that you own.

NOTE
If you’re sharing an opportunity or case, the users you share it with must have at least Read
access to the account (unless you are sharing a case via a case team). If you also have
privileges to share the account itself, the users you share it with are automatically given
Read access to the account. If you do not have privileges to share the account, you must ask
the account owner to give others Read access to it.
Contact Access is not available when the organization-wide default for contacts is set to
Controlled by Parent.
For sharing rules that specify access for associated object records, the given access level
applies to that sharing rule only. For example, if an account sharing rule specifies Private as
the access level for associated contacts, a user can access to associated contacts via other
means. These means include org-wide defaults, the Modify All Data or View All Data
permission, or the Modify All or View All permission for contacts.

https://help.salesforce.com/articleView?id=granting_access_to_records.htm&type=5 3/4
4/24/2019 Granting Access to Records

6. When sharing a forecast in Customizable Forecasting, select Submit Allowed to enable the user,
group, or role to submit the forecast.
7. Select the reason you’re sharing the record so users and administrators can understand.
8. Click Save.

https://help.salesforce.com/articleView?id=granting_access_to_records.htm&type=5 4/4