How to Grant Access Using Hierarchies in Salesforce

In Salesforce, Grant Access Using Hierarchies ensures that users who are at a higher level have access to records owned by lower-level users in the role hierarchy.

In this article, we are going to learn about how to grant access using hierarchies in Salesforce, and we are going to discuss why there is a need for it. We will see How to enable it in Salesforce Lightning and Salesforce Classic.

Grant Access Using Hierarchies in Salesforce

What is Grant Access Using Hierarchies in Salesforce?

It is a part of the role hierarchy. It plays an important role when OWD(Organization-Wide Default) is set as Private; It allows users to access records as per their role in the role hierarchy.

The “Grant Access Using Hierarchies” option is always checked(Enabled) on the standard object; we cannot edit the standard object’s option.

On the other side on custom objects, this option is always Enabled, But on custom objects, we can change it to disabled.

What happens when Grant Access Using Hierarchies is Disabled?

When Grant Access Using Hierarchies is disabled on the custom objects, then even if the user has been assigned to a role hierarchy, they cannot access records each other’s records. Who is the owner of the records only they can access their records.

What happens when Grant Access Using Hierarchies is Enabled?

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When Grant Access Using Hierarchies is enabled on the custom objects, even if the OWD(Organization-Wide Default) is set as Private, it does not affect role hierarchy. Using role hierarchy who at the higher level of role hierarchy they can access records of owners who are at the lower level.

Example of Grant Access Using Hierarchies

As an Administrator, I have created a role hierarchy for an organization, but the users who are at a higher level couldn’t see the lower-level owner’s record. Then I realized I didn’t check the Grant Access Using Hierarchies option in the sharing settings.

After enabling that option, users from higher roles were able to access the records of the users from lower roles.

How to Enable Grant Access Using Hierarchies in Salesforce Lightning

Using the following steps, we can achieve it in Salesforce Lightning.

1. On the home page, Click on the “Gear icon”, then select “Setup” from the dropdown.

2. On the setup page, “Quick Find Box” -> Search ” Sharing Setting” -> Click on Sharing Setting.

Enable Grant Access Using Hierarchies in Salesforce Lightning

3. Click on the Edit Button.

Check Grant Access Using Hierarchies in Salesforce

4. Click on the checkbox to Activate Grant Access using hierarchies.

Active-Grant-Access-Using-Hierarchies-in-Salesforce

5. Click on the Save Button.

How to Enable Grant Access Using Hierarchies in Salesforce Classic

Using the following steps, we can achieve it in Salesforce Classic.

Go to Setup -> In Quick Find Box -> Search “Sharing Settings” -> Click on “Sharing Settings“.

Grant Access Using Hierarchies in Salesforce Classic

2. Click on the Edit Button.

Check Grant Access Using Hierarchies in Salesforce Classic

3. Click on the checkbox to Activate Grant Access using hierarchies.

Active Grant Access Using Hierarchies in Salesforce Classic

This is how you can Active Grant Access Using Hierarchies in Salesforce.

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Note: If you select View All and Modify All options in OWD(Organization-Wide Default), then even users at the lower position can access the owner of the higher position’s records.

Conclusion

In this tutorial, we have learned about grant access using hierarchies in Salesforce; when we have to use it, we have seen an example of that as well. Later, we discussed what happens when grant access using hierarchies is disabled and enabled.

Also, we have seen how to enable grant access using hierarchies in Salesforce Lightning and Salesforce Classic.

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