A fresh interface and functionality improvements for Zoho CRM's data sharing settings

A fresh interface and functionality improvements for Zoho CRM's data sharing settings

Data sharing is essential for maintaining proper access controls in your CRM. Whether you're setting default permissions or defining custom sharing rules, these settings determine how records are shared among users, roles, and groups.

Previously, navigating Zoho CRM's data sharing settings was inefficient due to certain limitations. For example, default organization permissions and sharing rules were displayed on a single page, which required users to scroll through the entire page to locate specific rules. Additionally, modules without any sharing rules were still displayed as empty tables, taking up unnecessary space and making it harder to find relevant rules quickly. Basic functionalities like search and filter were also missing, which further complicated the process of locating and managing rules efficiently.



What's improved?  

To address these challenges, we've revamped Zoho CRM's data sharing settings in terms of UI and functionality. So without further ado, let's jump into the details.



Two dedicated tabs for better navigation

Default organization permissions and sharing rules are now structured into two separate tabs.



Default Organization Permissions  
This tab enables users to define organization-wide access for each module. While the structure remains the same, the permission selection is now presented as a picklist-style dropdown for better clarity and ease of use. 

This ensures a clearer and more structured approach to managing default access.

Sharing Rules: A new detailed view  
The most significant update is in the Sharing Rules tab, which now provides a structured, module-specific display of all existing sharing rules.

Key enhancements in the Sharing Rules tab   



A more organized rule list  

  • The list now provides a clearer, more structured view by grouping sharing rules based on the module to which they belong, such as Leads, Contacts, Deals, and Accounts, eliminating unnecessary gaps and making navigation more efficient.
  • New columns and interactive elements have been introduced to display key details at a glance, such as shared from, shared to, permission levels, last modified user and time, and status. This ensures you can quickly access and manage sharing rules without needing to open each one individually.

Activate or deactivate rules instantly  

You can now instantly activate or deactivate sharing rules with a single click. The new toggle button provides greater flexibility in managing data access without the hassle of deleting and recreating rules.

Clone a rule  

We've introduced an option to clone a rule within the same module. For example, if you have an existing rule for sharing leads from your eastern region and need a similar rule for your western region, you can simply clone the rule, update the name and configurations as needed, and use it.



Search and filtering options for easy access

Finding specific rules is now faster and more intuitive with the new search bar and advanced filtering options.
  • Search by rule name: The search bar enables you to find a rule via its name. Simply enter a rule name and matching results are fetched dynamically.
  • Module filter: You can also use the dropdown to view rules for a specific module or across all modules.
  • Filter rules: You can further refine the search based on your requirement with options such as:
    1. Shared from (filter by a specific role or group)
    2. Shared to (select a target role or group)
    3. Superiors inclusion (filter rules that include or exclude superior roles)
    4. Status (active/inactive)


Created and last modified details  

You can now easily track when a rule was created and last modified directly within the rule configuration page. Additionally, the Last Modified column provides a quick view of the date, time, and user details so you can monitor recent changes without needing to open each rule individually.

What stays the same?   

These UI changes do not affect the core functionality of data sharing settings:
  • Default permissions work the same way, with only some UI refinements.
  • The rule creation process remains unchanged, except for minor layout improvements.
  • Existing sharing rules remain intact and function as before.
These updates do not require any action from users. While the core functionality remains unchanged, the enhancements provide greater flexibility in managing data sharing with improved controls, navigation, and usability.

That's all for these enhancements. Let us know your feedback in the comments.

Alert
These enhancements are being rolled out in a phased manner, and are currently available for users in the AU DC. 

Thanks,
Nizamuddin

    • Recent Topics

    • Using workflows to automatically set classification of new tickets

      Hello, I am trying to use a workflow to set a classification for a new ticket that is created via an email coming into my desk department. The workflow is working fine if I create a ticket from within desk, however if a ticket is emailed in then this

    • Text/SMS With Zoho Desk

      Hi Guys- Considering using SMS to get faster responses from customers that we are helping.  Have a bunch of questions; 1) Which provider is better ClickaTell or Screen Magic.  Screen Magic seems easier to setup, but appears to be 2x as expensive for United States.  I cannot find the sender id for Clickatell to even complete the configuration. 2) Can customer's reply to text messages?  If so are responses linked back to the zoho ticket?  If not, how are you handling this, a simple "DO NOT REPLY" as

    • Default/Private Departments in Zoho Desk

      1) How does one configure a department to be private? 2) Also, how does one change the default department? 1) On the list of my company's Zoho Departments, I see that we have a default department, but I am unable to choose which department should be default. 2) From the Zoho documentation I see that in order to create a private department, one should uncheck "Display in customer portal" on the Add Department screen. However, is there a way to change this setting after the department has been created?

    • Show unsubscribed contacts ?

      Hello, I would like to display the unsubscribed contacts. Unfortunately, I do not have this subscription type as described in the documentation (https://help.zoho.com/portal/en/kb/marketing-automation-2-0/user-guide/contacts/contact-management/articles/subscription-type-24-1-2024#Subscription_Type_field.)

    • What's New in Zoho Inventory | Q2 2025

      Hello Customers, The second quarter have been exciting months for Zoho Inventory! We’ve introduced impactful new features and enhancements to help you manage inventory operations with even greater precision and control. While we have many more exciting

    • "Spreadsheet Mode" for Fast Bulk Edits

      One of the challenges with using Zoho Inventory is when bulk edits need to be done via the UI, and each value that needs to be changed is different. A very common use case here is price changes. Often, a price increase will need to be implemented, and

    • Cloning Item With Images Or The Option With Images

      Hello, when I clone an item, I expect the images to carry over to the cloned item, however this is not the case in Inventory. Please make it possible for the images to get cloned or at least can we get a pop up asking if we want to clone the images as

    • ZOHO BOOKS - RECEIVING MORE ITEMS THAN ORDERED

      Hello, When trying to enter a vendor's bill that contains items with bigger quantity than ordered in the PO (it happens quite often) - The system would not let us save the bill and show this error: "Quantity recorded cannot be more than quantity ordered." 

    • Stock count by bin location

      Is there a configuration to make a stock count by bin or area and not by product. these is useful to manage count by area Regards

    • Server-based Appication API access for Social, Sites, Flow, Pages.

      Hello, I am trying to hook up API access for a number of apps and I have hit a wall trying to add these scopes to the API feed. We cannot find the correct way to list the scope for these Zoho apps; Social, Sites, Flow, Writer. Error on web-page comes

    • Zoho Survey – Page Skip Logic Not Working

      Hi everyone, I'm experiencing an issue with the page skip logic in Zoho Survey. Last week, it was working fine, and I haven’t changed anything in the settings. However, today the skip logic is not working at all. I also tried testing it with different

    • Zoho Survey: Bulk Exporting Raw Data (CSV/Excel) from 100+ Individual Survey Projects

      Hi Zoho Community, I am currently managing a 360-degree evaluation process that involves 100+ individual survey projects (one separate survey for each employee being evaluated). I need to download the raw response data (CSV or Excel) for all 100 surveys.

    • Brand Studio Projects in Analytics

      Hi All, Currently pulling my hair out over trying to link together some social media posts for a reporting dashboard in Analytics, so I thought I'd see if anyone on here had a solution. Our Marketing Team created a LinkedIn campaign in Zoho Brand Studio,

    • ERROR: Product type cannot be changed for Items having transactions.

      I have mistakenly added a product type as goods for an item that was a digital service. Now when HSN/SAC became mandatory, this brought my attention to this error I did. So I tried changing the product type but it displayed this error message Product

    • Combine and hide invoice lines

      In quickbooks we are able to create a invoice line that combines and hides invoices lines below. eg. Brochure design         $1000 (total of lines below, the client can see this line) Graphic Design           $600 (hidden but entered to reporting and

    • Introducing Built-in Telephony in Zoho Recruit

      We’re excited to introduce Built-in Telephony in Zoho Recruit, designed to make recruiter–candidate communication faster, simpler, and fully traceable. These capabilities help you reduce app switching, handle inbound calls efficiently, and keep every

    • Auto-publish job openings on my Zoho Recruit Careers Website

      I have developed a script using the Zoho Recruit API that successfully inserts new jobOpening records to my Zoho Recruit website, but my goal is to auto-publish to the Careers Website. The jobOpening field data shows two possible candidates to make this

    • [Free webinar] Custom domains for portals in Zoho Creator - Creator Tech Connect

      Hello everyone, We’re excited to invite you to another edition of the Creator Tech Connect webinar. About Creator Tech Connect The Creator Tech Connect series is a free monthly webinar featuring in-depth technical sessions designed for developers, administrators,

    • Remove my video

      Hi, How can I remove my video so that I don't have to see myself. It's weird so I always remove my own video from what I see but cannot find this feature here. Thanks!

    • Marking a meeting 'done'.

      I would like to somehow mark a meeting 'done' and placed under the contact's page rather than deleting it and having no record of it. Am I missing a button that does this?

    • Feature Request: Enable Custom PDF Layout Editor for All Modules (Including Package Slips)

      Hello Zoho Community and Product Team, I am writing to share a suggestion that would significantly enhance the customization capabilities within Zoho Books. We all appreciate the power of the Custom PDF Layouts (the "New" template engine) that allows

    • Cannot find zpuid for Zoho Projects user

      I'm using the Zoho Projects v3 API to create a task. The task is created successfully, but in order to assign the task owner, the "Create a Task" API also requires the zpuid of the task owner. Unfortunately I cannot find any user-related API calls that

    • Allocating inventory to specific SO's

      Is there a way that allocate inventory to a specific sales order? For example, let's say we have 90 items in stock. Customer 1 orders 100 items. This allocates all 90 items to their order, and they have a back order for the remaining 10 items which could

    • Incorrect Functioning of Time Logs API (Version 3)

      We need to fetch the list of time logs for each task for our company internal usage. We are trying to achieve it by using the next endpoint: https://projects.zoho.com/api-docs#bulk-time-logs#get-all-project-time-logs Firstly, in the documentation the

    • Partial payments for retainer invoices

      When a customer does not pay the entire retainer invoice there is no way to apply a partial payment. PLEASE add this function.

    • Can I export to PDF in Zoho Learn

      I have seen help pages where export to pdf options are available but I do not see that option available from the application. I see that exprt is available in my free trial version but that is only to html pages. I need to be able to export my manuals

    • Service line items

      Hello Latha, Could you please let me know the maximum number of service line items that can be added to a single work order? Thanks, Chethiya.

    • Sending emails via Books

      Anyone else getting similar problems recently ??..... Hi, Your message to the following recipient was not delivered. Please find the details below.  Bounce Details: Bounced Address : someone@google.com Bounce Reason : other ; Status : 5.0.0 (undefined status) ; Daignostic-Code : smtp;542 someone@google.com Rejected ; Bounced Time : Sep 05, 2017 06:37 PM BST Regards, Zoho Team The email addresses were fine only a few days ago but are now being rejected ?

    • PDF Generator Upgrade

      Hi Team, What will happen if I don't make any changes for existing template. Zoho just ask us upgrade but haven't tell the benefit. Zoho Corporation

    • No Need To Fix Something That Is Working

      Zoho Books is a great financial tool which helps businesses to become more efficient and productive with day-to-day operations. As such, every change, upgrade, improvement needs to be carefully thought before implemented in the software and I'm sure Zoho

    • Total Cost in reports showing zero

      The image below shows my issue. The column Total Cost should show the cost to our company based on hours logged and the employee's rate. For instance, if the person working on Subtask 1 is paid 20/hr, then Total Cost should display $160 ($20x8 logged

    • Zoho Books (and other finance suite apps) - Retrospective Linking of Invoice and Sales Orders to Quotes.

      In some cases, Quotes and Invoies may be created sperately instead of using the convert feature. In this feature request I am asking for the Finance Suite team to consider adding a lookup field to reference the quote on Invoices and Sales Orders, or some

    • Bring real app analytics into Zoho Creator apps with Zoho Apptics

      We’re kicking off the year with a release we’ve been looking forward to for a long time. After being in the works for a while, Zoho Creator and Zoho Apptics are now officially integrated, bringing in-depth product analytics directly into the Zoho Creator

    • Early Access: Check Printing in Zoho Books

      Hello Everyone,   Are you constantly writing checks to pay your vendors?   We've got a great news to share with you! You can now pay your vendors by writing and printing a check directly from Zoho Books. The feature is ready and we'll be rolling it out to our customers in phases.  It is available in the  US Edition of Zoho Books and also in the Global edition, where the country is selected as USA and the currency is USD.   Here’s a summary of what’s possible:   1. Write and print a check. 2. Make

    • ZohoMail's outbound webhook sends incorrect folderId and messageId

      I used a webhook (outbound) from within ZohoMail to send message details when a new message arrives that meets specific criteria. I received this data correctly. Now I want to get the attachment from this email message. When I made an api call using folder

    • Use URL field to populate Image in a Email Template

      We have two records Record 1: Appointments (with a Lookup to Doctors module) Related Record 2: Doctors (with a URL field that is an image of the doctor) We would like to populate a CRM email template with the image of the URL field for the related doctor

    • Looking for Guidance on Building a Zoho Website

      I'm exploring the possibility of building a custom website with specific features using Zoho as an alternative platform. My goal is to create something similar to https://gtasandresapk.com , with the same kind of functionality and user experience. I'd

    • Ability to add VAT to Retainer Invoices

      Hello, I've had a telephone conversation a month ago with Dinesh on this topic and my request to allow for the addition of VAT on Retainer Invoices.  It's currently not possible to add VAT to Retainer Invoices and it was mutually agreed that there is absolutely no reason why there shouldn't be, especially as TAX LAW makes VAT mandatory on each invoice in Europe!   So basically, what i'm saying is that if you don't allow us to add VAT to Retainer Invoices, than the whole Retainer Invoices becomes

    • Zoho Bookings Forge: A hands-on workshop series

      Hello all! We’re hosting a five-part, hands-on workshop series to help you optimize Zoho Bookings for your business. In these sessions, we’ll cover key features, practical use cases, and clear steps to get started or improve your current setup. Here are

    • Introducing parent-child ticketing in Zoho Desk [Early access]

      Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

    • Next Page