Salesforce Admin Quick Tip: How to instantly tell why a user has access to a record
As a Salesforce Admin or Developer, one of the most common (and frustrating) security questions you’ll face is: “Why can this user see this record?”
Whether you are auditing security or trying to figure out why someone has access to data they shouldn’t, digging through Profiles, Permission Sets, Sharing Rules, and Role Hierarchies can be a nightmare.
In this Salesforce Quick Tip we’ll take a look at a powerful, often overlooked feature that solves this problem in seconds: the Sharing Hierarchy button.
Here is a step-by-step guide on how to set it up and use it.
The Solution: The “Sharing Hierarchy” Button
The “Sharing Hierarchy” button allows you to view exactly who has access to a specific record and, more importantly, why they have that access.
Step 1: Navigate to the Record
First, go to the specific record (e.g., a Case, Account, or Opportunity) where you are investigating access issues. Look for a button in the action menu called Sharing Hierarchy.
Step 2: What if the button is missing?
If you don’t see the button, don’t worry. It usually means it hasn’t been added to your page layout yet. There are two places to check, depending on how your pages are set up.
Option A: Check the Page Layout
- Go to Setup > Object Manager.
- Find the object you are working with (e.g., Case).
- Click on Page Layouts and select the relevant layout.
- In the palette, select Mobile & Lightning Quick Actions.
- Search for Sharing Hierarchy.
- Drag the button into the “Salesforce Mobile and Lightning Experience Actions” section.
- Click Quick Save.
Option B: Check for Dynamic Actions
If you added the button to the layout but still don’t see it, your page is likely using Dynamic Actions.
- On the record page, click the Setup Gear icon and select Edit Page.
- Click on the Highlights Panel component (the top header section of the page).
- On the right-hand sidebar, look at the “Actions” list.
- If you don’t see Sharing Hierarchy, click Add Action.
- Search for “Sharing Hierarchy,” select it, and click Done.
- Save and activate the page if necessary.
How to Use It
Once the button is visible:
- Click the Sharing Hierarchy button on the record.
- You will see a list of all users who have access to that specific record.
- Find the user in question and click the View link next to their name.
The Result: Instant Answers
After clicking “View,” Salesforce will present a clear breakdown of why that user has access. You might see reasons such as:
- Administrator: They have the “Modify All Data” or similar admin permissions.
- Owner: They are the record owner.
- Account Sharing: Access is granted via an Account relationship.
- Related Portal User: Access is granted via Experience Cloud/Community settings.
No more guessing games—just clear, actionable data.
For more technical deep dives and Salesforce tips, be sure to check out the Coding With The Force YouTube channel.
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Salesforce Development Books I Recommend
Advanced Apex Programming
Salesforce Lightning Platform Enterprise Architecture
Mastering Salesforce DevOps
Good Non-SF Specific Development Books:
Clean Code
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AI DISCLAIMER: Gemini assisted me in writing this blog post by analyzing and summarizing the contents on the YouTube video I created that is linked at the top of this post.
