Give Opportunity edit access to few people without changing Role Hierarchy or granting superior Profile access

Scenario: Let's assume that the Customer has a dedicated Team ("Tiger Team") who would like to manage a specific type of Opportunities on a need basis with the caveat that:

• The Role of Users part of the Tiger Team should not be changed to provide Edit access to Opportunities
• The Profile of Users part of the Tiger Team should not be changed to a superior profile that grants access like Modify All Records on the Opportunity object

To address the request, we follow a 3-step process:

Step 1: Identifying Tiger Team Members

Let's have a flag created on the User object which identifies a User as a Tiger Team Member:

• Go to Setup > Object Manager > User object > Fields & Relationships
• Create a new Checkbox type field named "Tiger Team Member?" as per the screenshot

## Step 2: Sharing Rule to Grant Opportunity Access to Tiger Team

• Start by creating a Public Group named "Tiger Group"
• Go to Setup > Public Groups
• Per the screenshot, ensure the checkbox "Grant access using Hierarchies" is not enabled — this can help in situations where Tiger Team members are in different parts of the Role Hierarchy
• Then, create a criteria-based Sharing Rule that opens up Opportunity access of a specific type (for example, "Existing Customer - Upgrade") to the Tiger Group

## Step 3: Flow Automation for Tiger Team Management

We then set up a Flow automation which automatically adds or removes Tiger Team members from the Public Group when the "Tiger Team Member?" field on a User record is checked or unchecked. This ensures proper data visibility for users and avoids any accidental exposure of data.

### Flow to Auto-Add a Tiger Team Member

Overall design of this Flow:

1. Query the User object where "Tiger Team Member?" is set to true
2. Use an asynchronous path to query the Public Group named "Tiger Group" using a Get Records element, and add the Tiger Team member to the Public Group using a Create Records element

• The asynchronous Flow design here prevents a "Mixed DML error on setup Objects" error message

To add a Group Member, the Group ID and User or Group ID variables are passed as parameters in the Flow:

### Flow to Auto-Remove a Tiger Team Member

 
Overall design of this Flow:

1. Query the User object when "Tiger Team Member?" is set to false
2. Use an asynchronous path to query the Tiger Group's Group Member Id for the respective Tiger Team member using a Get Records element, then remove the Tiger Team member using a Delete Records element

Respective Flow screenshots:

With the above combination of Sharing Rule and automated Flow, you can provide specific team members access to Opportunity without modifying roles or providing superior profile access.

Note: The above flow designs can be optimized into a single flow as desired. The approach here is just an inference on the concept that can be used to automate this.

## About This Article

Written by: Manoj Nambirajan | Salesforce MVP. Manoj is a Salesforce Enterprise Architect at Dell Technologies with more than 15 years of experience in the Salesforce ecosystem. Manoj has exceptional leadership abilities and a flair for solving issues quickly. Accredited as a Salesforce MVP, Manoj has 17 Salesforce certifications and is among the Top 10 Answers leaders in the Trailblazer Community.

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