While working as a Salesforce admin, the sales manager asked me to send lead reports to all sales representatives. Since sending reports to each rep would be very time-consuming, I created a group of sales representatives to whom I wanted to send lead reports and then sent the report to the group so that it reached all sales reps.
Here, I will explain the public group in Salesforce, where we can use public groups, and then I will show you how to create public group and share a report with the group in Salesforce using a step-by-step explanation.
Public Group in Salesforce & its Uses
In Salesforce, public groups consist of a set of users, and these groups are created to group users who are in different profiles.
Public groups can be used in sharing rules to share the record. That means whenever you want to share a record using the sharing rule, you need to specify that with which users you want to share in that situation, we can create a group of users to whom we want to share records and share records with that particular group so that every user which is present in that group can access shared records.
Public groups can also be used to access reports and dashboards in reports and dashboard folders. The access to reports and dashboards is controlled by the folders in which they are. So, if you want to share the access to a particular folder with certain types of users, we can also create a public group and share a report with the group so that all the users who are inside that public group can get access.
In the public group, we can add the following user types:
- Users: You can add different profile users to the same group.
- Roles: When you add a particular role to the group, all the users who were assigned that role are added to that group.
- Roles & Subordinates: When you add any role to the group, all the users of that role and the other roles that are under the selected will get added to the group.
- Other Public Groups: When we select this, we can select another public group that we created before.
Create a Public Group and Share Report With Group in Salesforce
For example, you created a lead report and want to send it to users with different profiles. To do that, we will create a group of users, and then we can share that report with the group so that we can share the report with all users at once.
Create a Public Group in Salesforce
1. Open the Home Page, then in the Quick Find Box, search for the Public Group, then click on it. You will see the public group setup page and group names that you already created. Now, to create a new group, click the New button.
2. Enter the Label, and the Group Name will automatically populate it as an API name.
When you checked the Grant Access Using Hierarchies option, in that case, the user that you add to the group and the record or report that you share the access for that particular information will automatically apply for the upper positional users in the role hierarchy.
As you click the dropdown arrow in the Search field, you will see public groups, roles, roles and subordinates, and users. You can select any option above them.
