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When users or groups share a record, they appear a varying number of times in the sharing pages

Knowledge Article Number 000233569
Description When a record is shared with a user for different reasons, the user doesn’t appear once for each reason on the sharing pages.
Resolution

Sharing a record with users gives them access to that record. You can see who has access to a record, such as an account or an opportunity, on the Sharing Detail page and the Reasons for Access page.

To view the Sharing Detail page, open the account or opportunity record and click Sharing. To view the Reasons for Access page, from the Sharing Detail page, click Expand List and then click the Why link next to the user.  

On these pages, you typically see a user listed once for each sharing reason. For example, if a user is the owner of an account, you see that user listed on the sharing pages with a reason of Owner.

Sharing detail page that shows Noah Larkin as the record owner


When a record is shared for the following reasons, the sharing records are combined in the database.

  •  Associated Portal User or Role
  • Associated Record Owner or Sharing
  • Manual Sharing
  • Owner
 Let’s look at an example. Let’s say you have an account called Acme that’s owned by Noah Larkin. Nina Gupta has access to this account for two reasons:
  • She’s on the account team.
  • She owns opportunities associated with the account.  

The Sharing Detail page shows Nina twice: once for each of the reasons.

Sharing detail page that shows separate sharing records for Nina Gupta

Now click the Add button and manually share the account with Nina. Give her Read/Write access to the account and associated opportunities and cases. After you click Save, you might expect Nina to be listed three times on the Sharing Detail page. But you see her still listed only twice with these two reasons:

  •  She’s on the account team.
  • The account was manually shared with her.

Sharing detail page that shows combined sharing records for Nina Gupta

The sharing record with the Associated record owner or sharing reason was combined with the sharing record that has the Manual Sharing reason. Because the manual sharing record has a higher level of access, it appears on the sharing page.  

You also see this behavior in API version 37.0 and later in the sharing objects like AccountShare and OpportunityShare.

  • In the AccountShare object, records with a RowCause value of ImplicitParent, Manual, and Owner are compressed into one record with the highest level of access.
  • In the OpportunityShare object, records with a RowCause value of Manual and Owner are compressed into one record with the highest level of access.
For a complete list of sharing reasons, see Viewing Which Users Have Access to Your Records.

 




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