A Share Group is configured as a child of an existing Sharing Set. The steps below assume the Sharing Set is already in place; if not, create the Sharing Set first by defining the user-to-record matching rule and the access level.
- Open the Sharing Set in Setup
Go to Setup, Digital Experiences, Settings. Scroll to Sharing Sets and click the Sharing Set you want to extend. If the Sharing Set does not exist yet, create it first.
- Find the Share Group section
On the Sharing Set detail page, scroll to the Share Group related section. By default, only the external user owning the record has access via the Sharing Set; the Share Group section is where you add internal users.
- Add the right containers to the Share Group
Click Edit on the Share Group. Move Roles, Public Groups, Partner Roles, or Portal Roles from the Available list into the Selected list. Use Public Groups as the standard pattern rather than individual roles for long-term maintainability.
- Save and wait for sharing recalculation
Save the Share Group. The platform queues a sharing recalculation to apply the new access to existing records. On large datasets this runs asynchronously; check the Background Jobs page for status if the access does not appear immediately.
- Verify with a test user from the Share Group
Log in as a member of one of the Share Group containers and confirm that records owned by external users in the matched accounts now appear in the test user's record access. If access is missing, check the Sharing Set criteria and the Share Group membership.
Adds the selected role plus everyone below it in the role hierarchy to the Share Group. The shortest path to give a manager and their team access.
The recommended container for Share Group membership. Lets you change the team without editing the Share Group itself.
Lets one portal's users access records owned by another portal's high-volume users. Used in multi-portal Experience Cloud deployments.
- Share Groups cannot include individual users. Membership is always by container (role, group, portal role). To give a specific user access, put them into a Public Group and add the group to the Share Group.
- Changes to a Share Group trigger asynchronous sharing recalculation. On large datasets the recalc can take hours. Use Defer Sharing Calculations before bulk membership changes.
- Share Groups only work with high-volume Experience Cloud user records. For normal sharing scenarios, use sharing rules instead. The Setup UI does not always make this distinction obvious.