User Share View

Introduction

The Admin Portal’s User Share View tool displays why object-specific records are shared with the user

The tool displays the reason
a record is shared:

  • Global Pricebook:

This record is shared because it is a global pricebook

  • Manual:

This record is set to share with the user manually

  • Owner:

This record was created by the user

  • Rule:

This record is shared through sharing rule

  • Sync Assignment:

This record is shared through sync assignment

  • Pricebook Assignment:

This record is shared because the user was assigned this pricebook

User Share View enables system administrators to:

  • View what is shared with a user.

  • Understand why it is shared with that user.

  • Compare what is shared with that user and one or more other users.

Prerequisites

To use the Admin Portal’s User Share View, you need to:

Have these user licenses Have these permissions Complete these tasks
and review these topics
before continuing

System administrator users need:

  • System Administrator permissions for Salesforce

Step-by-Step Guide

Access the Admin Portal

Inside of FieldFX Back Office, the Admin Dashboard accesses the FieldFX Admin Portal.
Click to expand

  1. Access the Admin Portal either by:

    1. Open a browser tab to admin.fieldfx.com and log into the org with your system credentials.

    2. In FieldFX Back Office,

      • Click on Launcher icon and type admin.

      • Select Admin Dashboard.

        The Admin Dashboard tab appears along the top of the nav bar as the last item.

    3. Click Add X Nav Item(s).

    4. Move the newly added nav item by clicking on the item and dragging the move icon up or down on the list. If you want to add more items, repeat the steps above.

    5. When in position, click Save.

      A browser toast message appears that the nav item was added.

  2. To save the Admin Dashboard tab as a permanent tab,

    1. click Pencil icon to open the navigation items edit box.

      The name in the title differs depending on the FieldFX module you are in. If you switch FieldFX modules, the nav item won’t appear. Repeat these steps to add the Admin Dashboard tab to the FieldFX module you are in.

    2. Click Add More Items.

    3. Click Available Items > All

    4. Click Admin Dashboard.

      A green check appears next to Admin Dashboard item and a "Admin Dashboard" pill appears below the search field. The number of items selected is also displayed.

      Add Top Nav Item selection

View Shared User Information

  1. Access the Admin Portal and select User Share View.

  2. Click User Share.

  3. Make the following entries:

    Field Action

    User

    Select a user to view.

    Enter text to filter the user search.

    SObjects

    Select an object to display.

    Search for Record
    (optional)

    Enter a record to search.

    Leave the Search for Record blank to display all records in the object the user has access to.
    Screenshot of the filter fields on User Share View
    Figure 1. Use the filters to select a particular user, object, and record

  4. Click Search.

    Results are limited to 200 records.

  5. A table of records displays showing record IDs and the reason the user has access to the record.

    If the user has permission to View All for the object, the table shows records the user would see if they did not have the View All permission.

    Click a record ID to display the record in Back Office.
    Screenshot of a table of records shared with a user
    Figure 2. The table lists records shared with a user, assuming they do not have View All permissions