Sharing Menu Items

By default, every Menu Item is visible to users who have access to the App that contains it - subject to the underlying object's permissions. Web and Link Menu Items also support per-item sharing, so you can show or hide individual items by security role or user group without changing the App's overall access.

Sharing only applies to Web and Link items. Entity, Active Page, Folder, and Feature items derive their visibility from the underlying object's permissions or the user's feature access.

Opening the Share Drawer

1. Open the App in the App editor (Setup > Create > Navigation Menu > Apps, then click Edit on the App).
2. Right-click the Web or Link Menu Item in the tree and choose Share, or click the Share action in the editor drawer when the item is selected.
3. The sharing drawer opens with two tabs: Roles and Groups.

Sharing with Roles

1. Select the Roles tab.
2. Use the picklist to add each security role that should see the item.
3. Remove a role by clicking the x on its chip.

Every user assigned to a listed role will see the item, in addition to anyone who matches a Group entry.

Sharing with User Groups

1. Select the Groups tab.
2. Use the picklist to add each user group that should see the item.
3. Remove a group by clicking the x on its chip.

Every member of a listed group will see the item, regardless of role.

Saving Your Changes

Click Save at the bottom of the drawer. Sharing applies on the next page load for affected users.

How Sharing Combines with Other Permissions

For a user to see a shared Web or Link Menu Item, ALL of the following must be true:

1. The App that contains the item is accessible to the user's role.
2. The user is in at least one role on the item's Roles list, OR a member of at least one group on the item's Groups list.

If either condition fails, the item is hidden.

Use Cases

• Tier-specific external links. Share an MDF Request Link with the Gold Partners group and a different MDF Link with the Platinum Partners group. Each tier sees only its own item.
• Embed a tool only for a small team. Share an Internal BI Web item with a single "Sales Operations" group so only that team sees the embedded dashboard.
• Public-facing Link items. Share marketing-page Links with broad roles like "All Partners" while keeping operational Links restricted to internal roles.
• Combine role and group sharing. Share with a base role for broad coverage, then add specific groups for cross-role exceptions (for example, a partner who needs a beta link).

Troubleshooting

• Symptom: Share action is not visible on a Menu Item.
  Cause: Sharing is only available for Web and Link Menu Items.
  Resolution: If you need restricted visibility on an Entity or Active Page item, configure permissions on the underlying object instead.
• Symptom: A user is in a shared role or group but does not see the item.
  Cause: The App that contains the item is not accessible to the user's role.
  Resolution: Confirm App access first. Sharing only narrows visibility further; it cannot grant access an App-level restriction has denied.
• Symptom: A user sees the item even after you removed them from the shared role.
  Cause: The user's session is cached, or they are still a member of a shared user group.
  Resolution: Have the user log out and back in, then check group memberships if visibility persists.
• Symptom: Saving sharing fails with an error.
  Cause: A previously listed role or group has been deleted from the system.
  Resolution: Reload the drawer, remove any stale chips, and save again.

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