In this Salesforce blog, I will explain to you about the sharing of content with other users in Salesforce. In sharing content, we give access to view or manage the records, reports, or content.
Share Content with Other Users in Salesforce
In Salesforce we share files, reports, records, and other documents with other users by giving them access to the files we have created. So that the other users can view, edit, or manage the files and documents depending on the access level we have given to them.
While working in a Sales team for an organization that uses Salesforce to manage its sales and marketing operations. The sales team uses Salesforce Dashboard and Reports to track their 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 Campaign in Salesforce Lightning and Salesforce Classic Respectively.
Share Dashboard with other users in Lightning
Step-1: On the Sales page of Salesforce Lightning click on the Dashboard tab and if Dashboard is not visible then go to the Setup page and then click on the Quick Find box and search Dashboard and click on the same from the dropdown.
Step-2: On the left-hand sidebar in the Dashboard click on the All folders option.
Step-3: In the list of All folders, if you have a large number of the folder then locate your Dashboard folder by scrolling or by searching it directly from the Search All folders. In this case, I have only one folder in the dashboard i.e. Opportunity Records.
Step-4: Now click on the dropdown of the folder which you have selected to share it with other users and in that dropdown select the Share option.
Step-5: As we click on Share, a pop-up window will appear and we have to fill in the required fields there. 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 the Access select the View option and click on the Share. Last click on the Done button to apply changes.
As we click on the Done button the other users will get access to this dashboard. So this is how we share the dashboard with other users in Salesforce Classic.
Read Create a Free Customer Chatter User in Salesforce
Sharing a Report Folder in Lightning
Step-1: In the Sales app of Salesforce Lighting click on the Reports tab.
Step 2- In the Reports window, go to the left sidebar and there click on All folders.
Step-3: In the list of All folders, locate your Dashboard folder by scrolling or by searching it directly from the Search All folders 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.
Step-4: As we click on Share, a pop-up window will appear and there we have to enter the details in the required fields. First, in the Share With field select Users and in the Names field select 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.
As we click on the Save button the users we have selected to share the reports will have access to view this report.
Sharing a Campaign in Salesforce Lightning
In the below steps, I will explain to you the method of sharing Campaign or Campaign details with other groups in the Salesforce Lightning. We can only share a campaign with the groups and not a user.
Step-1: On the Setup page of Salesforce Lightning click on the App launcher and then search for Campaigns and in the dropdown on search click on Campaign.
Step-2: 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.
Step-3: In this step, click on the dropdown near the Edit button, and from the options in the dropdown click on the Sharing option.
Step 4- As we click on Sharing option, a pop-up window will appear on the screen. In this window, we have to fill details of the user with whom we have to share this Campaign. In the Search field, select the category to Public Group.
Now after selecting the category to Public Group select the group with whom you have to share this Campaign. 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.
Till now we have seen how we can share Dashboard, Report, and Campaigns with other users in Salesforce Lightning. Now further, we will discuss the process of sharing the Dashboard, Report, and Campaigns in Salesforce Classic.
Share Dashboard with other users in Classic
Step-1: On the Home Page of Salesforce Classic click on the Reports tab because the folder of Dashboard will be in the Reports.
Step-2: In Reports & Dashboards, go to the list of All folders and select the folder having the dashboard. In this case, I have a dashboard in the Opportunity Records. Click on the pin icon on the right side of the folder and in the dropdown select the option Share.
Step-3: As we click on the Share option, a pop-up window will appear here we click on the Share button near the user name and then click on the Done button.
As we click on the Done button, the selected user will have access to the dashboard and we can see the user Ashley Rebelo added to the list. Here click on the Close button.
In this way, we have successfully shared Dashboard with other users in Salesforce Classic.
Sharing a Report Folder in Classic
Step-1: On the home page of Salesforce Classic click on the Reports tab.
Step-2: As we click on the Reports tab, a new window Reports and Dashboards will open, and there go to the All Folders section on the left-hand side and select the reports folder to share it with other users. In this case, I have selected the Contacts Reports 23′ to share it with other users.
On the right side of the folder click on the Pin icon and in the dropdown select the option Share.
Step-3: On clicking the Share option a pop-up window will appear and on the top of the window we can see the Share with options, here select the Users option.
Step-4: As we click on Users, we will get a list of users in the organization. If you have a large number of users then you can search for the user name in the search bar or select the user name by scrolling. Now click on the Share button on the right side of the user name.
Step-5: In this step select access for the user and for that click on the dropdown in the Access column from the list select the Viewer option if you have to give only view access to the other user else you can choose Editor or Manager also.
After selecting the user access click on the Done button.
As we click on the Done button the selected user Ashley Rebelo will have view access to the report folder and in this way, we have successfully shared a Report folder with another user in Salesforce Classic.
Sharing a Campaign in Salesforce Classic
Step-1: On the Home page of Salesforce Classic click on the Campaigns tab.
Step-2: In the Campaigns window, click on the campaign name you have to share with other groups. I have selected the campaign New Policies Meetup to share with the groups.
Step-3: In this step, click on the Sharing button at the top of the Campaign Detail section.
Step-4: As we click on the Sharing button, in the next window we will get two options i.e. Add and Expand List. When you have to add a group to Campaign with an existing list then click on Expand List. In this case, I’m creating a new list to share this campaign, and for that click on Add button.
Step-5: In this step, first go to the search bar and there search and select the Groups or Role and Subordinates. I have selected Roles and Subordinates and after that from the Available column select the groups or subordinates with whom you have to share this campaign and then click on the Add arrow. At last click on the Save button.
As we click on Save the Campaign will be shared with the selected Groups and Subordinates as shown in the picture below.
In this way, we have successfully shared Campaigns in Salesforce Classic.
Conclusion
In this tutorial, we have learned to share Dashboard and Report folders with other users in Salesforce Lightning and Classic and later we discussed sharing Campaigns with other users and subordinates in Lighting and Classic editions. With the help of the given scenario, we better understood when it is required to share Dashboard and Reports in Salesforce org.
You may like to read:
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.