Share a record

Can I do this task?

1. Record types that can be shared
   • Accounts
   • Cases
   • Campaigns
   • Contacts
   • Contracts
   • Invoices
   • Leads
   • Marketing Lists
   • Opportunities
   • Orders
   • Quotes
   • Reports
2. In the list of records, select the record that you want.
3. Or, select multiple records
   • Select several records by pressing CTRL while you click them.
   • Select a sequence of records by clicking one and pressing SHIFT while you select the last one.
   • Select the Select/clear all records on this page check box to select all records.

     To display more records per page:

     1. On the File menu, click Options.
     2. On the General tab, in the Records Per Page list, select a number.
     3. Click OK.

     This may slow response time when you switch record types. To restore performance,set it back to a smaller number.

4. On the Actions toolbar, click Actions, and then click Sharing.
5. In the sharing dialog box, under Common Tasks, click Add User/Team.
6. In the Look Up Records dialog box, in the Look for list, select the type of record you want.
7. In the Search box, type the first few letters of the name of the record to narrow your search, and then click the Find button .
8. In the list of available records, click one, and then click the Add Selected Records button to add it to the Selected records list.
9. Repeat step 6 to add more users or teams.
10. Click OK.
11. In the sharing dialog box, select the type of share access that you want. The available permissions are: Read A privilege required to read a record. Which records can be read depends on the access level of the permission defined in your security role., Write A privilege required to make changes to a record. Which records can be changed depends on the access level of the permission defined in your security role., Delete A privilege required to permanently remove a record. Which records can be deleted depends on the access level of the permission defined in your security role., Append A privilege required to associate a record with the current record. For example, if a user has Append rights on an opportunity, the user can add a note to an opportunity. Which records can be appended depends on the access level of the permission defined in your security role., Assign A privilege required to give ownership of a record to another user. Which records can be assigned depends on the access level of the permission defined in your security role., or Share A privilege required to give access to a record to another user while keeping your own access. Which records can be shared depends on the access level of the permission defined in your security role..
12. Click OK.

To unshare a record with a specific user or team, select the record, click Actions, click Sharing, select the user or team, and, under Common Tasks, click Remove Selected Items.

To change a user or team's permissions, select the record, click Actions, click Sharing, and select or clear the desired check boxes.

Tips

Notes

• To cancel any changes that you have made and retain the previous permissions settings, click Reset.
• To select or clear all permissions on a selected item, click Toggle All Permissions of the Selected Items.
• You cannot create a new contact or account that is shared by default.
• When you share a record with a user, that user inherits privileges on certain associated records. For example, when you share a contact, the user inherits privileges on the parent account An account that has other dependent accounts associated with it. The dependent accounts are considered to be child accounts.. To prevent privileges from cascading, a user with the appropriate security role A defined set of privileges. The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system. can customize the relationship definition for the record type. More information: Work with Entities