This article is similar to the article How To Enable Users to View and Manage Their Own Records. However, in addition to adding user logins to enable users to access records intended only for that logged-in user, you can also setup user access to view records shared among groups or divisions.
In this article you will learn how to enable Sales Reps to access Sales Leads shared within their Division. Only members of the same Division will be authorized to see these shared records.
First create your “Division” or similar object. Once you have this object established, add a few entries in the records tab:
Now that you have some Divisions in your database, we need to connect Division to the Sales Rep object.
Choose “Sales Rep”, then “add a connection” and build a “one-to-many” connection for Division:
Choose the Leads object and create a connection for Division (repeat steps above but in the Leads object):
This creates a connection for Division in both the Sales Rep and the Leads objects which will become the common the data linking the two.
With the connections in place you will need to assign a Division to both Sales Reps and Leads. This will allow Sales Reps in the same division to view (share) common records.
Select the Sales Rep user role, then choose the records tab at the top. Click the Division cell to choose a division:
After clicking the cell, choose the Division to assign:
Repeat these steps for the Leads object.
Add a new page
In the pages tab, we are going to use the “add page” wizard to add a page showing leads that are shared among the sales rep in the same division:
Add to existing page
To add a table view to an existing page to display Leads connected to the Sales Rep’s division:
Login and test
Click “view app” in the top right corner of the builder to test your app. Make sure the Sales Rep only has access to those Leads within their assigned Division:
View the users article on showing records connected to the logged-in user for more options and scenarios.