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Deactivating User removes the user's access to Folders

Publish Date: Apr 2, 2026
Description

When a Salesforce org user creates a folder (for example report, dashboard, email template) they will have Manage Access to it. Once the user gets deactivated, the user will automatically lose Manage access to this folder.

This happens when the user is deactivated all the enhanced folder sharing records will be deleted, which will result in the removal of user access.

We can confirm user access through either the UI or the Rest API by following these steps:

UI:

  1. Using a Dashboard folder as an example:
  2. Navigate to the Dashboards tab in the Org.
  3. Proceed to All Folders and locate the affected Folder.
  4. Open the folder, select the actions provided, then click the Share button. 
  5. A pop-up will display a list of users with their respective access permissions to the folder.

API:

  1. Log in to Workbench using the organization's login access credentials.
  2. Navigate to utilities, select Rest Explorer, and paste the provided endpoint with the folderId. Ensure the request method is set to GET :  /services/data/v59.0/folders/<folderId>/shares
  3. The response will be displayed, listing the users with access to the dashboard folder.
Resolution
When a user is deactivated in Salesforce, all Enhanced Folder Sharing records associated with that user are permanently deleted. These records are not automatically restored when the user is reactivated — folder access must be manually reassigned by an admin.
To manually reassign folder access after reactivating a user:
  1. Navigate to the relevant tab in your org (e.g., the Dashboards tab for Dashboard folders, or the Reports tab for Report folders).
  2. Click All Folders and locate the affected folder.
  3. Open the folder, select the available actions, then click the Share button.
  4. In the sharing pop-up, add the reactivated user and assign the appropriate access level (Viewer, Editor, or Manager).
  5. Click Save (or Share, depending on your org's UI).
  6. Repeat for each affected folder.
Knowledge Article Number

001245405

 
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Salesforce Help | Article