4/24/2019 Sharing Records with Manager Groups

Sharing Records with Manager Groups

Share records up or down the management chain using sharing rules or manual sharing.

REQUIRED EDITIONS

Available in: Salesforce Classic (not available in all orgs (articleView?

id=overview_edition_lex_only.htm&type=5&language=en_US))
Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions

The role hierarchy controls the level of visibility that users have into your organization’s data. With
Spring ’15, you can use manager groups to share records with your management chain, instead of all
managers in the same role based on the role hierarchy. Manager groups can be used wherever other
groups are used, such as in a manual share or sharing rule. But they cannot be added to other groups
and don’t include portal users. Manager groups can contain Standard and Chatter Only users only.

Every user has two manager groups—Managers Group (1) and Manager Subordinates Group (2)— where
(1) includes a user’s direct and indirect managers, and (2) includes a user and the user’s direct and
indirect reports. On a sharing rule setup page, these groups are available on the Share with drop-down
list.

To find out who a user’s manager is, from Setup, enter Users in the Quick Find box, then select Users.
Click a user’s name. The Manager field on the user detail page displays the user’s manager.

To enable users to share records with the manager groups, follow these steps.

1. From Setup, enter Sharing Settings in the Quick Find box, then select Sharing Settings.
2. On the Sharing Settings page, click Edit.
3. In Other Settings, select Manager Groups and then click Save.

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NOTE You can’t disable manager groups if your organization uses Work.com or have any sharing
rules that uses manager groups.

With manager groups, you can share records to these groups via manual sharing, sharing rules, and
Apex managed sharing. Apex sharing reasons is not supported. For Apex managed sharing, include the
row cause ID, record ID, and the manager group ID. For more information, see the Lightning Platform
Apex Code Developer's Guide (https://developer.salesforce.com/docs/atlas.en-
us.218.0.apexcode.meta/apexcode/).

Inactive users remain in the groups of which they are members, but all relevant sharing rules and
manual sharing are retained in the groups.

NOTE If your organization has User Sharing enabled, you can’t see the users whom you don’t have
access to. Additionally, a querying user who doesn’t have access to another user can’t query that
user’s groups.

EXAMPLE You might have a custom object for performance reviews whose organization-wide
default is set to Private. After deselecting the Grant Access Using Hierarchies checkbox, only
the employee who owns the review record can view and edit it. To share the reviews up the
management chain, administrators can create a sharing rule that shares to a user’s Managers Group.
Alternatively, the employee can share the review record with the user’s Managers Group by using
manual sharing.

SEE ALSO

Sharing Settings (articleView?id=managing_the_sharing_model.htm&type=5)

Sharing Rules (articleView?id=security_about_sharing_rules.htm&type=5)
Sharing Rule Categories (articleView?id=security_sharing_data_set_categories.htm&type=5)

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