Consider a scenario where security setting is too restrictive in your org. If there is a need to share some specific record with only couple of users or group and that too for one time sharing, instead of changing OWD setting or profile level setting or creating a permission set you can share those records manually directly from records detail page.
How to Enable Sharing button in detail page.
Step 1: Go to setup, in quick search type “Sharing Settings”, Click on Sharing Settings.
Step 2: In Organization-wide Default section, click “Edit”
Step 3: Select the Manual User Record Sharing checkbox to display the Sharing button on user detail pages, which enables users to share their records with others. Or deselect the checkbox to hide the button, which prevents users from sharing their user records with others.
Step 4: Click “Save”.
Once the permission is given user can see the Sharing button in detail page of a record.
Note: Sharing button is available in Salesforce Classic version only.
You can create a custom workaround to share record Manually in lightning. Or there are some app exchange applications which can help you.
How to grant access to a record with Manual sharing.
Switch to classic version of salesforce if you are in lightning version.
Open a record that you want to share manually, go to detail page of that record.
Click on Sharing button, system will take you to sharing detail page.
Click on Add button, system will take you to New Sharing page.
In New Sharing page you can find the search picklist, select the type of group, user, role, or territory to add.
Basic default options available in picklist are as follows.
| Type | Description |
|---|---|
| Public Group | All public groups defined by your administrator. |
| Roles | All roles defined for your organization, including all users in each role. |
| Roles and Subordinates | All users in the role plus all users in roles below that role in the hierarchy. Only available when no portals are enabled for your organization. |
| Users | All users in your organization. Does not include portal users. |
When portal users are enabled and other settings are done in organization, then you can see following options.
| Type | Description |
|---|---|
| Managers Groups | All direct and indirect managers of a user. |
| Manager Subordinates Groups | Managers and all the direct and indirect reports they manage. |
| Personal Groups | All personal groups defined by the record owner. Only record owners can share with their personal groups. |
| Roles and Internal Subordinates | All roles defined for your organization, including all users in the specified role, all the users in roles below that role. However, it doesn’t include partner portal and Customer Portal roles. |
| Roles and Internal and Portal Subordinates | Adds a role and its subordinate roles. Includes all users in that role plus all users in roles below that role. Only available when a partner or Customer Portal is enabled for your organization. Includes portal roles and users. |
| Territories | For organizations that use territory management, all territories defined for your organization, including all users in each territory. For Enterprise Territory Management, only the territories in the active territory model are available. This option is not available for manual account sharing with the original territory management feature. |
| Territories and Subordinates | For organizations that use territory management, all users in the territory plus the users below that territory. For Enterprise Territory Management, only the territories in the active territory model are available. |
Choose a specific group or user or role and add those to the Share with list. Make use of Add and Remove to move list from Available to Share with list.
For all objects, except Account. You must select access level for the record.
- Read Only.
- Read/Write.
Account is an important object and Opportunities and cases can be accessed through account, So when a account record is shared, user should also mention the access that shared user will have on related opportunity and case records of that account, User can select one of the below option for opportunity access and case access.
- Private
- Read Only
- Read/Write.
Note:
- If you’re sharing an opportunity or case, the users you share it with must have at least Read access to the account (unless you are sharing a case via a case team). If you also have privileges to share the account itself, the users you share it with are automatically given Read access to the account. If you do not have privileges to share the account, you must ask the account owner to give others Read access to it.
- Contact Access is not available when the organization-wide default for contacts is set to Controlled by Parent.
- For sharing rules that specify access for associated object records, the given access level applies to that sharing rule only. For example, if an account sharing rule specifies Private as the access level for associated contacts, a user can access to associated contacts via other means. These means include org-wide defaults, the Modify All Data or View All Data permission, or the Modify All or View All permission for contacts.
There is an idea for the same
If you see sharing details screenshot, you can observe that there is one more button named Expand List, if you click that system will show list users who have access on the record.
You can observe the reason section in the7 list, which will inform how the record is shared with other users.
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Akhil Kulkarni 