When users share assets in KnowledgeTree, they choose from a list of available recipients:
This list includes all Contacts related to the current record, with an important caveat:
Depending on your Salesforce Sharing Settings, users may not be able to see all related Contacts in the KnowledgeTree dropdown when they attempt to select a recipient with whom to share assets. The list of available recipients for a given user is subject to any org-wide sharing restrictions you’ve configured in your Salesforce org.
If, for example, your Salesforce admin has configured org-wide permissions to prevent users from viewing each other’s Contact or Account records, the list of available share recipients in KnowledgeTree will be filtered accordingly—users will only see Contacts they own.
Salesforce allows administrators to customize “who can see what” in your org, by record type. Each record type has default access permissions specified. For Contacts, the options are:
- Controlled by Parent:
Org-Wide Sharing Settings for the Account object govern whether users can view and/or edit Contacts they do not own.
- Public Read/Write:
All users can view Contacts they do not own.
- Public Read Only:
All users can view Contacts they do not own, but cannot edit unowned Contacts.
Only the user who owns the Contact can view it. The Contact record is hidden throughout Salesforce for users who do not own it.
The bottom line:
To enable all users to share KnowledgeTree assets with any Contact related to the record they are sharing from, you must ensure org-wide sharing settings are set as follows:
1. Contacts: must be set to Public Read/Write or Public Read Only or...
2. Contacts can be set to “Controlled by Parent,” in which case Accounts must be set to Public Read/Write or Public Read Only.
To modify, go to Setup->Administration->Security Controls->Sharing Settings
Update sharing settings for the Contact object as described above.
Here’s a helpful video that describes how it works:
Video Series: Who Can See What?
Managing the Sharing Model in Salesforce:
Setting Org-Wide Sharing Defaults: