Salesforce Report Sharing Guide in 6 Steps

Sharing reports in Salesforce is a pivotal function that enhances collaboration and informed decision-making within teams. This guide will navigate through the process of sharing Salesforce reports, focusing on different aspects such as sharing individual reports, report folders, with specific users, and within the Salesforce Lightning environment.

How to Share a Salesforce Report

Sharing a Salesforce report involves a series of steps that ensure the right individuals or groups have access to the data they need. The process varies slightly depending on whether you are using Salesforce Classic or Lightning Experience, but the core steps remain consistent.

1. Log in to Salesforce and navigate to the Reports tab located at the top right of the dashboard.
2. Identify the folder containing the report you want to share and click on it.
3. Access sharing options by clicking on the dropdown arrow next to the “New Folder” button and select “Share.”
4. Specify the recipients by entering the names of individuals or groups you wish to share the report with.
5. Define access levels by choosing between view, edit, or manage permissions according to the recipient's role.
6. Confirm your choices by clicking the “Share” button, then click “Done” to finalize the process.

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Salesforce Share Report Folder

To share an entire report folder in Salesforce, the process involves selecting the folder and specifying who gets access. This method is useful when you need to share multiple reports at once.

1. Navigate to the Reports tab and select “All Folders” listed on the left-hand side.
2. Find your Report Folder by scrolling or using the "Search all folders" option at the top.
3. Click the carrot icon on the far right of the row with your Report Folder name.
4. Select “Share” from the dropdown menu.
5. In the new popup window, share with Public Groups or Users and specify "View Access."
6. Click “Share,” and then “Done” to complete the sharing process.

Salesforce Share Report with User

When sharing reports with specific users, Salesforce allows for precise control over who can access your data. This ensures that sensitive information remains secure while still promoting collaboration.

Follow the same steps as sharing a report or report folder, but when specifying recipients, ensure you enter the specific names of the users you want to share the report with. You can also use Public Groups to share with a predefined set of users.

How to Share a Report in Salesforce Lightning

Sharing a report in Salesforce Lightning involves a similar process to the Classic interface, with a few interface differences. The Lightning Experience offers a more intuitive and streamlined approach to sharing.

1. Within Salesforce Lightning, navigate to the App Launcher and select the Reports tab.
2. Proceed to the folder containing the report or reports you wish to share.
3. Use the “Share” option available next to the folder or report name to specify recipients and access levels.
4. Finalize the sharing by confirming the settings and clicking “Done.”

Regardless of the method chosen, it's crucial to regularly audit shared reports and folders to ensure that access is still relevant and to maintain data integrity. Salesforce's sharing capabilities are designed to foster collaboration while safeguarding data security, making it essential to understand and utilize these features effectively.

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Sharing reports in Salesforce can be streamlined and automated using Bardeen, allowing for enhanced collaboration and efficiency. While the manual process involves several steps, automating these tasks can significantly reduce time spent and ensure that the right people have access to critical data at the right time. Here are examples of how Bardeen can automate Salesforce processes:

1. Sync Salesforce Leads with Google Sheets and Share on Slack: This playbook automates the process of transferring leads from Salesforce to a Google Sheet and sharing this information on Slack, enhancing team collaboration and access to lead data.
2. Save a Salesforce account to HubSpot as new company: Seamlessly transfer Salesforce account details to HubSpot, creating a new company record automatically. This ensures CRM systems are up-to-date and aligned.
3. Copy all Salesforce accounts to Google Sheets: Streamline the management of Salesforce account data by copying all account details to a Google Sheets spreadsheet, facilitating data analysis and sharing across the team.

By automating these tasks, teams can focus more on strategic actions rather than manual data entry and maintenance. Get started by downloading the Bardeen app.