# Manual sharing, ownership transfer and access overrides

*Platform Sharing and Visibility Architect Study Guide · Access to Records · Last updated October 26, 2026 · https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect/access-to-records/manual-sharing-ownership-transfer-and-access-overrides*

Who can share a single record and how far, which owner and parent changes delete manual shares (and the setting that keeps them), who can transfer and delete records, and how View All, Modify All and private records change the answer when you diagnose why someone sees a record.

- Certification: Salesforce Platform Sharing and Visibility Architect
- Exam section: Access to Records
- Study guide: https://www.certifyforce.com/study-guide/platform-sharing-and-visibility-architect

**Official exam objective:**

> Given a set of conditions, determine how record access overrides support the record access requirements.

## What the exam expects

- Decide when manual sharing fits, who can create a share, and how much child-record access an account share can give.
- Predict which owner, parent-account and contact changes delete manual shares, and when to enable "Keep manual shares when transferring records" or replace manual shares with a rule.
- Name who can transfer and delete another user's record, including the Public Read/Write/Transfer exception.
- Diagnose access that comes from overrides: View All, Modify All, the Sharing Overrides list, and private records.

Key terms: **manual share** (a one-record grant with the Manual row cause); **Keep manual shares when transferring records** (org setting that retains manual shares on owner change); **sharing override** (a permission that ignores sharing for an object or the whole org); **Sharing Overrides list** (the per-object list of profiles that ignore sharing); **private record** (an event, opportunity, contact or note that the Private flag or a missing account hides).

## Key facts

| Fact | Detail | Source |
|---|---|---|
| Manual share targets | Users, public groups, roles | [Manual Sharing](https://help.salesforce.com/s/articleView?id=platform.granting_access_to_records.htm&language=en_US&type=5) |
| Who can share manually | Owner, role above owner, Modify All Records on the object, admin | [Manual Sharing](https://help.salesforce.com/s/articleView?id=platform.granting_access_to_records.htm&language=en_US&type=5) |
| Account share child access | Capped at owner's default; raise via admin, Modify All Records on Account, Modify All Data | [Manual Sharing](https://help.salesforce.com/s/articleView?id=platform.granting_access_to_records.htm&language=en_US&type=5) |
| Owner change | Manual shares deleted unless Keep manual shares is enabled | [Keep Manual Shares When Transferring Records](https://help.salesforce.com/s/articleView?id=platform.security_sharing_keep_manual_transfer.htm&language=en_US&type=5) |
| Portal contact's account changes | Custom object manual shares to that user deleted | [Manual Sharing](https://help.salesforce.com/s/articleView?id=platform.granting_access_to_records.htm&language=en_US&type=5) |
| Case or lead at Public Read/Write/Transfer | Only owner or admin can delete | [Sharing Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_considerations.htm&language=en_US&type=5) |
| Private events | Owner only; View All Data or Modify All Data see details in reports and searches | [Sharing Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_considerations.htm&language=en_US&type=5) |
| Sharing Overrides list | Profiles only, not permission sets | [View Sharing Overrides](https://help.salesforce.com/s/articleView?id=platform.security_sharing_overrides.htm&language=en_US&type=5) |
| New objects | Required permissions auto-enabled; Last Modified Date unchanged | [“View All” and “Modify All” Permissions Overview](https://help.salesforce.com/s/articleView?id=platform.users_profiles_view_all_mod_all.htm&language=en_US&type=5) |
| Many objects | Use Metadata API to enable View All Data or Modify All Data | [“View All” and “Modify All” Permissions Overview](https://help.salesforce.com/s/articleView?id=platform.users_profiles_view_all_mod_all.htm&language=en_US&type=5) |
| Mass Transfer Records | Up to 250 records at a time | [Mass Transfer Records](https://help.salesforce.com/s/articleView?id=platform.admin_transfer.htm&type=5) |

## Check yourself

- Why does a Read manual share vanish when its object's default becomes Public Read Only?
- When is a case transfer to a new owner blocked?
- Why can't a user with Edit on an object edit a peer's record under a Private default?
- Why doesn't View All Records on Account show a user the account's cases?

## Sources

- [Manual Sharing](https://help.salesforce.com/s/articleView?id=platform.granting_access_to_records.htm&language=en_US&type=5)
- [Keep Manual Shares When Transferring Records](https://help.salesforce.com/s/articleView?id=platform.security_sharing_keep_manual_transfer.htm&language=en_US&type=5)
- [Sharing Considerations](https://help.salesforce.com/s/articleView?id=platform.security_sharing_considerations.htm&language=en_US&type=5)
- [View Sharing Overrides](https://help.salesforce.com/s/articleView?id=platform.security_sharing_overrides.htm&language=en_US&type=5)
- [“View All” and “Modify All” Permissions Overview](https://help.salesforce.com/s/articleView?id=platform.users_profiles_view_all_mod_all.htm&language=en_US&type=5)
- [Mass Transfer Records](https://help.salesforce.com/s/articleView?id=platform.admin_transfer.htm&type=5)
- [Understanding Sharing](https://developer.salesforce.com/docs/atlas.en-us.apexcode.meta/apexcode/apex_bulk_sharing_understanding.htm)
- [Platform Sharing Architecture](https://architect.salesforce.com/docs/architect/fundamentals/guide/platform-sharing-architecture)
- [Sharing Rules](https://help.salesforce.com/s/articleView?id=platform.security_about_sharing_rules.htm&language=en_US&type=5)

## About the full unit

The "Core concepts", "Exam traps" and "Worked scenario" sections of this unit, its 13 linked practice questions, and unlimited timed mock exams are included with the Platform Sharing and Visibility Architect pack (USD $19): https://www.certifyforce.com/practice-exams