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SF-0211 · Scenario · Medium

Can we share a single report with other users?

✓ Verified by Vikas Singhal · Last reviewed 5/17/2026 · Updated for Spring '26

You cannot share a single report directly with another user in Salesforce — sharing is always at the folder level. The workaround is to move the report into a folder you share with the user, or share an existing folder with them.

Why it works this way

Salesforce models reports and dashboards as assets inside folders. Folders are the sharing unit. This keeps permissions manageable at scale — sharing 1,000 reports individually would be unmanageable; sharing 50 folders is sane.

How to share with a single user

OptionWhen to use
Move the report into a dedicated folder, share it with the userOne-off request — a report just for this person
Add the user (or their role/group) to an existing folder’s access listThe user belongs to a team that already gets a set of reports
Email the report (subscription)The user just needs the data, not access to edit
Export to PDF / CSV and emailOne-time data share, no ongoing access needed
Add the user to a public group, share the folder with the groupRecurring access pattern — many users may need it

Folder-share access levels

  • Viewer — can run and view
  • Editor — can run, view, edit
  • Manager — can run, view, edit, and change folder sharing

For “share this one report with one user”, grant Viewer on a folder that contains just that one report.

For ad-hoc sharing:

  1. Create a folder called “Reports — Shared with [Person]”
  2. Move the specific report into it
  3. Share the folder with the user as Viewer

Or for a team that already exists:

  1. Add the user to a relevant public group (e.g. “Sales Operations”)
  2. The group already has access to the right folders
  3. The user now sees all reports in those folders automatically

Subscription as a sharing alternative

If the user just needs scheduled email delivery of a report, not live access:

  • Subscribe yourself to the report
  • Add the user as a recipient
  • The user gets emailed snapshots; they don’t need folder access

Note: subscription delivery sends the report as content embedded in the email, run as the subscriber. The recipient’s permissions don’t apply — what you see is what they get.

API / programmatic sharing

You can SOQL Folder and FolderShare records to inventory and adjust sharing in code. There’s no UI for “share this one report”; the same model applies at the API level.

Common follow-ups

  • Can I share a report directly with one role? — Via folder share, yes. Direct one-report-one-role isn’t supported.
  • Can I send a report URL? — Yes, but the recipient must have folder access to view it; otherwise they hit an access error.
  • Subscription respects sharing? — Subscription emails are run by the subscriber. The recipient sees what the subscriber sees.

Verified against: Salesforce Help — Sharing Reports and Dashboards. Last reviewed 2026-05-17 for Spring ‘26.