You are here:
Manual Sharing Considerations
When you grant access to records with manual sharing, there are some considerations to keep in mind.
Required Editions
| Available in: both Salesforce Classic (not available in all orgs) and Lightning Experience |
| Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions |
General
- If you’re sharing an opportunity, contact, or case, the users you share it with must have at least Read access to the associated parent account via sharing features or you must have the ability to also share the account. You have the ability to share the account if you are the account owner, are a Salesforce admin, are above the account owner in the role hierarchy, and or have the Modify All Records permission on accounts. If you have the ability to share the account itself, the users you share the opportunity, contact, or case with are automatically given Read access to the parent account.
- If you’re sharing an account, the access level for its child opportunities, cases, and contacts can’t be greater than the account owner’s default access from organization-wide defaults and the owner’s role. You can only grant a greater level of access if you’re a System Admin, have Modify All Records on Account, or have the Modify All Data user permission.
- Apex-managed shares aren’t editable.
- Admins can’t modify the share access of record owners.
- When navigating through a Sharing Hierarchy table, JAWS and NVDA screen readers don’t announce that there’s a link inside of a table cell, and they don’t provide a keyboard shortcut to open the link. Use another form of input or assistive technology instead.
- To prevent performance issues, we recommend that a user is the recipient of a maximum of 10,000 manual account shares. If you need to share a very large number of accounts with a user, consider creating a sharing rule instead.
- With more than 2,000 users, roles, and groups, if your query doesn’t match any items in a particular category, that category doesn’t show up in the Search dropdown menu. For example, if none of your group names contain the string CEO, after searching for CEO, the Groups option no longer appears in the dropdown. If you enter a new search term, all categories are still searched even if they don’t appear in the list. You can repopulate the dropdown by clearing your search terms and pressing Find.
Deletion of Manual Shares
- If a user transfers ownership of a record, Salesforce deletes any manual shares created by the original record owner, which can cause users to lose access. When account ownership is transferred, manual shares created by the original account owner on child records, such as opportunities and cases, are also deleted.
- When the parent account for a contact associated with a portal or community user changes, manual shares for custom object records that were shared with the portal or community user are deleted.
- When the parent account for an opportunity or case changes, manual shares for the opportunity or case are deleted if the user making the change isn’t allowed to share the new parent account. But when the new parent account owner, someone above them in the role hierarchy, or a Salesforce admin changes the parent account, the manual shares aren’t deleted. Manual shares also aren't deleted if the recipient already has access to the parent account.
- When an opportunity is closed and the owner of the opportunity’s parent account changes, manual shares for the opportunity are deleted even when opportunity splits are enabled.
Availability
- Experience Cloud sites and the Salesforce mobile app don’t support manual sharing in Lightning Experience.
- You can't manually share records owned by high-volume community or site users.
- You can't grant access to unauthenticated guest users with manual sharing.
- In Lightning Experience, both sharing and the Sharing Hierarchy action are available for
custom objects and these standard objects.
- Account
- Action Plan
- Action Plan Template
- Appointment Invitation
- Appointment Bundle Configuration
- Appointment Bundle Policy Service Territories
- Asset
- Campaign
- Case
- Contact
- Engagement Interaction
- Expense
- Expense Report
- Flow
- Job Profile
- Lead
- Maintenance Plan
- Maintenance Work Rule
- Opportunity
- Product Item
- Product Request
- Product Service Campaign
- Product Transfer
- Recordset Filter Criteria
- Return Order
- Serialized Product
- Service Appointment
- Service Contract
- Service Crew
- Service Resource
- Service Territory
- Shift
- Shift Pattern
- Survey
- Survey Invitation
- Time Sheet
- Travel Mode
- Video Call
- Warranty Term
- Work Order
- Work Plan
- Work Plan Selection Rule
- Work Plan Template
- Work Step Template
- Work Type
- Work Type Group
Did this article solve your issue?
Let us know so we can improve!
