Sharing Records with Manager Groups in Salesforce

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Sharing Records with Manager Groups

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

Manager Groups for All Users

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, click Manage Users | 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, click Security Controls | Sharing Settings.
  2. On the Sharing Settings page, click Edit.
  3. In Other Settings, select Manager Groups and then click Save.

With manager groups, you can share records to these groups via manual sharing, sharing rules, and Apex managed sharing. Apexsharing 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 Apex Code Developer’s Guide.

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

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.


You might have a custom object for performance reviews whose organization-wide default is set to Private. After deselecting theGrant 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.
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One Response to Sharing Records with Manager Groups in Salesforce

  1. Pingback: Sharing Rules, Manual Sharing and Access through Hierarchy | patlatus

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