In Salesforce, we set the Organization-Wide Defaults (OWD) to Private to control record-level security. This means users can see only the records and files they own or that are shared with them. By default, other users do not have access.
Sometimes, there is a business requirement to grant access to a specific record or file to users who do not have permission to view it. In such cases, we use record or file sharing in Salesforce.
By sharing content with selected users, roles, or groups, we can grant them Read or Edit access as needed while still keeping the overall data secure.
In this article, we will learn about how to share content with other users in Salesforce. When we share content, we grant access to view or manage records, reports, or the content itself.
Share Content with Other Users in Salesforce
In Salesforce, we share files, reports, records, and other documents with other users by granting them access to the files we create. So that other users can view, edit, or manage the files and documents, depending on the access level we have granted them.
While working on a Sales team at an organization that uses Salesforce to manage its sales and marketing operations, the team uses the Salesforce Dashboard and Reports to track performance.
Now the sales team has to share the Dashboard and Report with the Sales Manager. Additionally, the marketing team needs to share details of the upcoming marketing campaign with stakeholders from different departments.
Now I will show you how the sales team handled this situation and shared the Dashboard, Reports, and Campaign. I will explain the ways to share Dashboard, Reports, and Campaigns in Salesforce.
Share Dashboard with Other Users in Salesforce
- On the Sales app in Salesforce, click the Dashboard tab. If Dashboard is not visible, go to the Setup page, open the Quick Find box, search for Dashboard, and select it from the dropdown.
- On the left-hand sidebar in the Dashboard, click on the All folders option.
- In the list of all folders, if you have many folders, locate your Dashboard folder by scrolling or searching in Search All folders.
- In this case, I have only one folder on the dashboard: Opportunity Records.
- Now, click the dropdown for the folder you selected to share with other users, and select the Share option.
- When we click Share, a pop-up window will appear, and we have to fill in the required fields. In the field “Share with,” select Users, then in the Names field select the user with whom you want to share this dashboard folder.
- Now, from Access, select View, then click Share. Click on the Done button to apply changes.
When we click the Done button, the other users will gain access to this dashboard. So this is how we share the dashboard with other users in Salesforce Classic.
Share Reports with Other Users in Salesforce
- In the Sales app of Salesforce, click on the Reports tab.
- In the Reports window, go to the left sidebar and click All folders.
- In the All folders list, locate your report folder by scrolling or searching for it directly if you have a large number of folders. In this case, I have to share the Contacts Reports ’23 folder.
- On the Right side of the folder name, click on the dropdown arrow, and then in the options from the dropdown select the Share option.
- When we click Share, a pop-up window appears, and we have to enter the details in the required fields.
- First, in the Share With field, select Users, and in the Names field, choose the names of the users with whom you have to share this report. In the Access field click on View and then click on the Share button, after this click on the Save button.
When we click the Save button, the users we selected to share the report will have access to view it.
Share Campaign Records with Other Users in Salesforce
In the steps below, I will explain how to share a Campaign or Campaign details with other groups in Salesforce Lightning. We can only share a campaign with groups, not with a user.
- On the Setup page in Salesforce, click the App launcher, then search for Campaigns, and in the search dropdown, click Campaign.
- In the Campaigns, select the campaign name from the column Campaign Name. I have selected the campaign New Policies Meetup to share with other users.
- In this step, click the dropdown near the Edit button, then select the Sharing option.
- When we click the Sharing option, a pop-up window appears on the screen. In this window, we need to enter the details of the user we want to share this Campaign with. In the Search field, select the category Public Group.
Now, after selecting the category as Public Group, select the group you want to share this Campaign with. In this case, I have selected the public group All Internal Users to share this campaign.
On clicking the Save button, the selected account, Ashley Rebelo, will have access to the Campaign I have shared.
Conclusion
In this tutorial, we learned how to share Dashboard and Report folders with other users in Salesforce, and later we discussed sharing Campaigns with other users and subordinates. With the help of the given scenario, we better understood when it is required to share Dashboard and Reports in the Salesforce org.
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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.
