Curriculum
Manual Sharing is a Salesforce record-level security feature that allows users to share individual records with specific users, roles, or groups when additional access is needed. Unlike Sharing Rules, which automatically share records based on predefined criteria, Manual Sharing provides flexibility by allowing record owners and authorized users to grant access on a case-by-case basis.
In many business scenarios, users occasionally need to collaborate with colleagues who would not normally have access to a particular record. Instead of modifying Organization Wide Defaults (OWD), creating new Sharing Rules, or changing Role Hierarchies, Manual Sharing provides a quick and controlled way to grant access.
Understanding Manual Sharing is essential for Salesforce Administrators because it is an important component of Salesforce Security and User Management.
Manual Sharing is the process of granting access to a specific Salesforce record manually.
Manual Sharing allows users to:
Manual Sharing applies to specific records rather than entire groups of records.
Organizations often face situations where users need temporary access.
Examples:
Without Manual Sharing:
Manual Sharing provides a flexible solution.
Salesforce record access is evaluated through multiple layers.
Baseline access.
Manager access.
Automated access.
Collaborative access.
Record-specific access.
Manual Sharing is one of the final access mechanisms evaluated by Salesforce.
Example:
OWD:
PrivateOpportunity Owner:
Rahul Sharma
Requirement:
Priya Verma needs access to the opportunity.
Solution:
Rahul manually shares the opportunity with Priya.
Result:
Priya gains access without changing overall security settings.
This demonstrates the flexibility of Manual Sharing.
Typically:
Can share owned records.
May share records.
Can manage sharing.
Can share records when authorized.
The ability to share depends on Salesforce security settings.
Manual Sharing is available for many standard and custom objects.
Examples:
Most custom objects support Manual Sharing.
Administrators can configure sharing behavior as needed.
Manual Sharing supports different access levels.
Users can:
Users cannot:
Users can:
Administrators and record owners select the appropriate level.
Student Record:
Shared With:
Training Manager
Access:
Read OnlyResult:
Training Manager can view the student record but cannot modify it.
This is useful for audits and reviews.
Opportunity Record:
Shared With:
Sales Manager
Access:
Read/WriteResult:
Sales Manager can view and update the opportunity.
This supports collaboration.
Manual Sharing is ideal for:
Short-term collaboration.
Unique business situations.
Specific record visibility needs.
Unexpected access requirements.
Manual Sharing is not intended for large-scale sharing scenarios.
Avoid Manual Sharing when:
Sharing Rules are more appropriate.
OWD should be configured instead.
Automated sharing is preferable.
Role Hierarchy or Sharing Rules are better solutions.
Choosing the correct sharing method improves maintainability.
Open the record.
Example:
Opportunity Record
Click:
Sharing
Select:
User, Role, or Group
Choose Access Level.
Save.
The selected user gains immediate access.
The Sharing button provides access to:
If the button is not visible:
Administrators should verify configuration settings.
Record ownership is important.
Typically:
Can share the record.
Cannot share unless additional permissions exist.
Ownership determines sharing authority.
Manual Sharing is most useful when OWD is:
PrivateBecause users cannot normally access records owned by others.
Manual Sharing selectively grants access.
This supports secure collaboration.
Role Hierarchy automatically grants upward access.
Manual Sharing can grant access:
This provides additional flexibility.
Sharing Rules:
Automatic
Manual Sharing:
Individual
Example:
Sharing Rule:
Shares all opportunities with managers.
Manual Sharing:
Shares one specific opportunity with a consultant.
Both mechanisms serve different purposes.
| Feature | Manual Sharing | Sharing Rules |
|---|---|---|
| Automatic | No | Yes |
| Record Specific | Yes | No |
| Administrative Effort | Higher | Lower |
| Best for Large Scale Sharing | No | Yes |
Sharing Rules are generally preferred for recurring access needs.
| Feature | Manual Sharing | Role Hierarchy |
|---|---|---|
| Individual Records | Yes | No |
| Organization Structure Based | No | Yes |
| Flexible Access | High | Moderate |
| Automatic | No | Yes |
Both methods support record-level security.
| Feature | Manual Sharing | Teams |
|---|---|---|
| Individual Access | Yes | Yes |
| Team Collaboration | Limited | Yes |
| Structured Management | No | Yes |
| Record Specific | Yes | Yes |
Teams are often better for ongoing collaborative processes.
Records can be shared with:
Public Groups simplify sharing with multiple users.
Example:
Public Group:
Training ManagersA single sharing action grants access to all members.
Example:
Custom Object:
Student Counselor owns the record.
Requirement:
Training Manager needs temporary access.
Solution:
Manual Sharing
Result:
Manager gains access without changing overall security settings.
This is a common business scenario.
Collaborating on strategic opportunities.
Escalating customer cases.
Reviewing payment records.
Sharing student information.
Granting temporary employee record access.
Manual Sharing supports diverse business needs.
Avoid unnecessary sharing.
Use Sharing Rules for recurring requirements.
Conduct periodic audits.
Grant minimum required access.
Support governance and compliance.
Ensure proper sharing practices.
These practices improve security and maintainability.
Difficult to manage.
Different users receive different permissions.
Over-sharing sensitive data.
Large organizations may struggle with tracking shared records.
Regular audits help mitigate these risks.
A software training company uses Salesforce.
OWD:
PrivateStudent Counselor:
Owns student record.
Requirement:
Finance Manager needs temporary access to verify fee payments.
Solution:
Manual Sharing
Access:
Read OnlyResult:
Finance Manager can review the record without changing ownership or security settings.
This demonstrates a practical use of Manual Sharing.
Understanding Manual Sharing helps professionals:
Manual Sharing is a valuable tool in the Salesforce security toolkit.
Manual Sharing is a Salesforce record-level security feature that allows record owners and authorized users to grant access to specific records on a case-by-case basis. By providing Read Only or Read/Write access to users, roles, or public groups, Manual Sharing supports collaboration while maintaining secure and controlled data access. It is particularly useful for temporary access requirements and special business scenarios where automated sharing methods are not appropriate.
Manual Sharing is the process of granting access to an individual record manually.
Typically record owners, administrators, and authorized users can perform Manual Sharing.
Read Only and Read/Write access levels.
No. Manual Sharing must be performed individually for each record.
It is best for temporary access, ad hoc collaboration, and special business cases.
It provides flexible record-level access while maintaining security controls.
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