List view sharing and visibility
Key Takeaway
Sharing a list view controls who can see the view, not which records they can access. Each user still sees only the rows and columns that their own record and field access allows.
A list view is a filtered table of records on an object tab, such as New Leads or Escalated Cases. Each list view has sharing settings that control who can see the view itself. Separate user permissions decide who can create, share, edit and delete list views.
Who can see a list view
When you create a list view, you choose who can see it. Users can keep their own list views private or share them with others in the org. You have three choices:
- Just you: the list view stays private.
- All users: this includes Partner and Customer Portal users, so external users can see a list view shared this way.
- Specific groups of users: you select public groups or roles in the "Search" dropdown.
List views can be shared only with groups, roles, and territories, not with specific users. So an admin can't pick a single named person as the audience.
Enabling digital experiences can also open list views to external users. When you enable digital experiences, list views shared with the Roles and Internal Subordinates group are automatically shared with the Roles, Internal, and Portal Subordinates group instead. If you don't want external users to access these list views, update their sharing settings.
To change who sees an existing list view, open the "List View Controls" menu and select "Sharing Settings".