Manual sharing of individual records
Key Takeaway
A manual share opens up one specific record to the users, public groups, or roles you choose, without opening up other records. By default, Salesforce deletes a record's manual shares when its owner changes.
Manual sharing lets a user give other users, public groups, or roles access to one specific record. It handles one-off access exceptions that sharing rules and other sharing features can't grant without also opening up other records.
When to use manual sharing
Manual sharing is meant for one-off exceptions, such as:
- Sharing one opportunity with a coworker for collaboration
- Sharing records for a special project
- Giving coverage while a coworker is away
Unlike a sharing rule, a manual share opens up only the one record, not the other records that the owner or their role own.
For example, imagine a record owner who wants an experienced coworker to help on one case. A manual share is easier and more secure than a sharing rule here, because it opens up only that one case.
Salesforce recommends that one user receive no more than 10,000 manual account shares, to prevent performance issues. To share a very large number of accounts with a user, consider a sharing rule instead.