How Can I Limit Who Can View Reports in Salesforce?

Last Modified: March 7, 2024 - 2 min read

Julian Alvarado

Salesforce is a potent CRM tool, but with great power comes great responsibility—especially concerning data visibility. This guide navigates you through the process of restricting report access in Salesforce, ensuring that sensitive information stays confidential and is shared only with the right eyes.

Understanding Report Access Controls in Salesforce

Salesforce leverages folders to control report access, bypassing the need for individual report settings. This design choice simplifies permission management, securing multiple reports by adjusting the settings of a single folder.

Quick Tutorial: Limit Who Can View Salesforce Reports

Step 1. Creating a Custom Folder for Your Reports

To begin customizing who sees your reports, you might need to create a new folder:

Go to the Reports tab. Click “New Folder.”

Name it (e.g., “Sales Report Folder”) and save.

Step-by-step creation of a new report folder in Salesforce.

Step 2. How to Limit Access to Your Salesforce Reports

After creating your folder, the next steps involve fine-tuning who gets to peek inside:

Choose the folder you want to share.

Click “Share.”

Sharing a custom report folder in Salesforce.

Decide whether to share with specific users, roles, or public groups.

Select the appropriate access level—View, Edit, or Manage.

    Configuring access permissions for a Salesforce report folder.

Step 3. Assigning Folder Access to Specific Roles or Users

Now, specify which roles or users have the keys to your report kingdom:

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Under sharing settings, pick “Share with Roles” or “Share with Users.” Search and select the desired roles or user names.

Choose their level of folder access (View, Edit, Manage).

Assigning folder access to specific roles or users in Salesforce.

Step 4. Review and Confirm Access Levels

Check your settings to ensure all is as it should be. Remember that Salesforce admins have special viewing privileges across folders, but your settings will dictate access for everyone else.

 Review and Confirm Access Levels

Turning Insights into Action

Managing report visibility in Salesforce helps maintain data integrity and confidentiality. This guide is your roadmap to secure data management, ensuring that only the intended audience has access.

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Julian Alvarado Content Marketing
Julian is a dynamic B2B marketer with 8+ years of experience creating full-funnel marketing journeys, leveraging an analytical background in biological sciences to examine customer needs.
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