How to Share a Report in Salesforce

Navigate to the Reports section

Open Salesforce and click the Reports tab in the top navigation bar. This displays your available reports, such as "All Time Closed Won Opps" and "Stephan Closed Won Opps by Month," both located in the "Opportunity Reports" folder.

Identify the report folder

Check the Folder column to see which folder contains the reports you want to share. In this example, both reports belong to the "Opportunity Reports" folder. Since individual reports cannot be shared, you'll need to share this folder instead.

Confirm that individual reports cannot be shared

Click the down arrow on the far right of a report row to see the available actions. You'll notice there is no "Share" option here—only Run, Edit, Subscribe, Export, Delete, Add to Dashboard, Favorite, and Move. This confirms that sharing must happen at the folder level.

Access all folders

In the left sidebar, under FOLDERS, click All Folders. This shows you the full list of report folders, including "Opportunity Reports."

Open the folder sharing options

Find the folder you want to share, such as "Opportunity Reports." Click the down arrow on the far right of the folder row and select Share from the dropdown menu.

Share the folder with users

In the Share folder dialog, confirm that Share With is set to Users. In the Names field, type a user's name or click to browse the list, then select the person you want to add—for example, "Marty McFly." Set their access level, such as View, to grant read-only access.

Choose the right access level

For each user you add, select the access level that matches what they need:

• View: The user can only view reports in the folder.
• Edit: The user can edit reports in the folder.
• Manage: The user can manage the folder and its contents.

Share with roles or groups

Open the Share With dropdown and select Roles, Role and Subordinates, or Public Groups, depending on who you want to grant access to. You can assign access levels to these groups the same way you do for individual users.

Share with a role hierarchy or public group

Select Role and Subordinates to grant access to users in a specific role along with everyone beneath it in the role hierarchy. Alternatively, select Public Groups to share the folder with a predefined group of Salesforce users. Click the dropdown to see the available public groups.

Select a public group

In the Names field, search for and select the public group you want to add, such as "All Internal Users." Set its access level—for example, View—to grant read-only access to the group.

Review who can access the folder

Check the Who Can Access section to confirm that all the users and groups you've added are listed with the correct access levels. In this example:

• "All Internal Users" (Public Groups) – View
• "Marty McFly" (Users) – View
• "Stephan Salpas" (Users) – Manage

Finalize and save the sharing settings

Click Done to apply the sharing settings and close the dialog. The folder is now shared with all the selected users, roles, and groups at their specified access levels.