I recently created a sales performance report, which contains specific information about quarterly sales activities. The sales manager asked me to share this report with the sales team and upper management to discuss future plans.
In Salesforce, we cannot share a single report directly. However, there are other ways to share a single report. In the following step, I will explain in detail how to share reports in Salesforce with other users and groups.
Share a Report in Salesforce
We can share a single report in the following ways:
- By Creating a New Folder in the Salesforce Report.
- By Scheduled Report in Salesforce.
- By Export Salesforce Report to Excel.
To share a report in Salesforce, you have to share the folder that contains the report. When you share a folder, all reports within it are shared. To share a single report, create a new folder, move the existing report within it, and then share the folder.
By Creating a New Folder in the Salesforce Report
In the following steps, I explained how we can share a single report with users, roles, and public groups in Salesforce.
1. Go to “App Launcher” -> Search “Reports” -> Click on Reports.
2. I already created a folder named ‘share report folder.’ You need to create a folder, and in that folder, we will move the report that we want to share with other users or groups.
For that, select a report, click the drop-down arrow, and select the Move option.
3. As you click on move, you need to select the folder in which you want to save the report, select that folder, and then click the Select Folder button. Here, I selected the ‘share report folder‘ that I created already.
Your report will be successfully moved to another folder. Now, we only have one report in this folder, and we can share it.
4. To share a folder, select the folder you want to share, click the drop-down arrow, and then select the Share option.
5. As you select share, the share folder window opens. Here, you need to enter the following information.
- Share With: Here, we need to select with whom we want to share the report; in this option, we can select users, roles, roles & subordinates, and public groups.
- Names: The name option is dependent upon the share with the option; the option in share with you choose the names option will display information accordingly.
- Access: Here we can give access to the user or role, like view, edit, or manage.
- View: the report we shared they can only view reports.
- Edit: Here, they can edit the report but can’t delete it.
- Manage: can perform all the operations with the file (read, write, update, and delete).
Then click on the Share button.
6. After adding users, you can add roles and public groups. Here, I have added the manager role so that the report folder will be shared with the users who have that role.
7. Here, we can see to whom we are going to share the report and which access we are giving them. after that, click on the Done button.
8. Now, we will see by logging in with the user to whom we shared the report; here, we will log in with a different user.
9. Here, you can see we logged in with the user to whom we shared the report. Now, navigate to the report tab and scroll down; there, you will see the “Shared with Me” option under the All Folder. Click on it. There, you will see the reports shared by other users.
Here, you can see Shared With Me > Share Report Folder > Report.
This is how we can share a single report to the user, role, and public groups in Salesforce.
Conclusion
I hope you have got an idea about how we can move reports to different folders and how we can share a single report in Salesforce. We have seen to whom we can share reports and which permissions we can give to the next user so that they can view, edit, or manage the report in Salesforce.
You may like to read:
- How to Share Content with Other Users in Salesforce
- Sharing Rules in Salesforce
- Record Sharing Using Salesforce Flow
- How to Setup Manual Sharing in Salesforce
- How to Restrict Reports Access in Salesforce
- How to Add and Remove Fields to Report Types in Salesforce
I am Bijay Kumar, the founder of SalesforceFAQs.com. Having over 10 years of experience working in salesforce technologies for clients across the world (Canada, Australia, United States, United Kingdom, New Zealand, etc.). I am a certified salesforce administrator and expert with experience in developing salesforce applications and projects. My goal is to make it easy for people to learn and use salesforce technologies by providing simple and easy-to-understand solutions. Check out the complete profile on About us.
