Teams, queues and manual sharing for collaborative record access
Key Takeaway
Use manual sharing for a one-off share of a single record, a team for a set group working on one account, opportunity, or case, and a queue for a shared pool of work that someone claims.
Organization-wide defaults, the role hierarchy, and sharing rules decide automatically who can see records. Teams, queues, and manual sharing add access on top of that baseline, so people can work together on records they don't own.
The baseline and the tools that add to it
Three things decide access automatically:
- Organization-wide defaults set the baseline access for each object.
- The role hierarchy gives users access to records owned by or shared with their subordinates.
- Sharing rules are automated exceptions that extend access to public groups or roles based on record owner or field values.
On top of that baseline, match the tool to the type of collaboration.
| Use it for | |
|---|---|
| Manual sharing | A one-off share of a single record |
| Team | A set group working on one account, opportunity, or case with different access levels |
| Queue | A shared pool of work that someone claims |
| Sharing rule | A consistent group that always needs access |
| Apex managed sharing | Developers sharing custom objects in code, when sharing rules and manual sharing can't give the required control |