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

    • Zoho web and mobile application not workingn

      Both zoho forms web and mobile application aren't working. I have checked my network connections and they are fine.

    • Introducing the revamped What's New page

      Hello everyone! We're happy to announce that Zoho Campaigns' What's New page has undergone a complete revamp. We've bid the old page adieu after a long time and have introduced a new, sleeker-looking page. Without further ado, let's dive into the main

    • Bulk Moving Images into Folders in the Library

      I can't seem to select multiple images to move into a folder in order to clean up my image library and organize it. Instead, I have to move each individual image into the folder and sometimes it takes MULTIPLE tries to get it to go in there. Am I missing

    • Latest updates in Zoho Meeting | Breakout rooms and End to end encryption

      Hello everyone, We’re excited to share a few updates for Zoho Meeting. Here's what we've been working on lately: Introducing Breakout Rooms for enhanced collaboration in your online meetings and End-to-end encryption to ensure that the data is encrypted

    • Systematic SPF alignment issues with Zoho subdomains

      Analysis Period: August 19 - September 1, 2025 PROBLEM SUMMARY Multiple Zoho services are causing systematic SPF authentication failures in DMARC reports from major email providers (Google, Microsoft, Zoho). While emails are successfully delivered due

    • Accidentally deleted a meeting recording -- can it be recovered?

      Hi, I accidentally deleted the recording for a meeting I had today. Is there a way I can recover it?

    • How to access email templates using Desk API?

      Trying to send an email to the customer associated to the ticket for an after hours notification and can't find the API endpoint to grab the email template. Found an example stating it should be: "https://desk.zoho.com/api/v1/emailtemplates/" + templateID;

    • Update Portal User Name using Deluge?

      Hey everyone. I have a basic intake form that gathers some general information. Our team then has a consultation with the person. If the person wants to move forward, the team pushes a CRM button that adds the user to a creator portal. That process is

    • Unable to retrieve Contact_Name field contents using Web API in javascript function

      Hello, I've added a field in the Purchase Order form to select and associate a Sales Order (Orden_de_venta, lookup field). I've also created a client script to complete some fields from the Sales Order (and the Quote), when the user specifies the related

    • Updating Woocommerce Variation Products Prices Via Zoho CRM

      I can update product prices with this flow: But I can't update variant products. I got a code from Zoho for this, but I couldn't get it to work. It needs to find the product in the CRM from the SKU field and update the variation with the price there.

    • Emails Disappearing From Inbox

      I am experiencing the unnerving problem of having some of the messages in my inbox just disappear.  It seems to happen to messages that have been in there for longer than a certain amount of time (not sure how long exactly). They are usually messages that I have flagged and know I need to act on, but have not gotten around to doing so yet.  I leave them in my inbox so I will see them and be reminded that I still need to do something about them, but at least twice now I have opened my inbox and found

    • Power of Automation :: Automatic removal of project users once the project status is changed.

      A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and

    • Customizing Form Questions per Recipient Group in Zoho Campaigns/Forms

      Hello everyone, I would like to ask if it’s possible in Zoho Campaigns or Zoho Forms to send out a campaign where the form questions can be customized based on the group of recipients. Use case example: I have prepared 20 questionnaire questions. For

    • Every time an event is updated, all participants receive an update email. How can I deactivate this?

      Every time an event is updated in Zoho CRM (e.g. change description, link to Lead) every participant of this meeting gets an update email. Another customer noticed this problem years ago in the Japanese community: https://help.zoho.com/portal/ja/community/topic/any-time-an-event-is-updated-on-zohocrm-calendar-it-sends-multiple-invites-to-the-participants-how-do-i-stop-that-from-happening

    • Forms - Notification When Response Submitted

      How do I set it up to generate an email notification when a response (class request) is submitted?

    • How to disable user entry on Answer Bot in Zobot

      Hi, I have an Answer Bot in my Zobot, here is the configuration: I only want the user to choose 1 of the 4 the options I have provided: When no answer found, user chooses 'I'll rephrase the question' or 'Ask a different question When answer is found,

    • More admin control over user profiles

      It's important for our company, and I'm sure many others, to keep our users inline with our branding and professional appearance. It would be useful for administrators to have more control over profile aspects such as: Profile image User names Email signatures

    • Please Make Zoho CRM Cadences Flexible: Allow Inserting and Reordering Follow-Up Steps

      Sales processes are not static. We test, learn, and adapt as customers respond differently than expected. Right now, Zoho Cadences do not support inserting a new step between existing follow-ups or changing the type of an existing primary step. If I realize

    • Clear Tag & Linking Between Quotes and Sales Orders

      Hi Zoho Team, In Zoho Books, when a quote is converted into a sales order, it would be extremely useful to have: A clear tag/indicator on the quote showing that it has been converted into a sales order. A direct link in the sales order back to the originating

    • Zoho Books Sandbox environment

      Hello. Is there a free sandbox environment for the developers using Zoho Books API? I am working on the Zoho Books add-on and currently not ready to buy a premium service - maybe later when my add-on will start to bring money. Right now I just need a

    • Add Direct Ticket Link to Zoho Help Center Portal in Email Replies

      Hi Zoho Support Team, We hope you're doing well. We’d like to request a small but valuable improvement to enhance the usability of the Zoho Help Center portal (https://help.zoho.com/portal/en/myarea). Currently, when someone from Zoho replies to a support

    • [Webinar] Deluge Learning Series - AI-Powered Automation using Zoho Deluge and Gemini

      We’re excited to invite you to an exclusive 1-hour webinar where we’ll demonstrate how to bring the power of Google’s Gemini AI into your Zoho ecosystem using Deluge scripting. Whether you're looking to automate data extraction from PDFs or dynamically

    • Connecting Zoho Inventory to ShipStation

      we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri

    • Subform edits don't appear in parent record timeline?

      Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

    • New in Cadences: Option to Resume or Restart follow-ups when re-enrolling records into a Cadence, and specify custom un-enrollment criteria

      Managing follow-ups effectively involves understanding the appropriate timing for reaching out, as well as knowing when to take a break and resume later, or deciding if it's necessary to start the follow-up process anew. With two significant enhancements

    • Im Stuck in an EDIT ONLY WITH WIZARD issue

      So I found Wizards to be a really helpful tool in minimizing the exposure of redundant, superfluous fields to staff that would never otherwise have to edit those fields. My issue is, that when the record (in this case a lead) is created with a wizard,

    • Account upgrade

      Good evening, I upgraded my account and paid for it. From standard to professional. Unfortunately after the paiment my account was not upgraded. Please your advise. Best Regards Erik van Staverden

    • How to set ALL default dates of my organization to DD-MM-YYYY format?

      All replies to this question comes from a time where the UI was different. It's extremely frustrating not being able to find how to do this simple setting change. I want everything and everyone in my organizations to have DD-MM-YYYY date format by default.

    • How can I sync from Zoho Projects into an existing Zoho Sprints project?

      Hi I have managed to integrate Zoho Projects with Zoho Sprints and I can see that the integration works as a project was created in Zoho Sprints. But, what I would like to do is to sync into an existing Zoho Sprints project. Is there a way to make that

    • Can we generate APK and IOS app?

      Dears, I want to know the availability to develop the app on zoho and after that .. generate the APK or IOS app  and after that I added them to play store or IOS store.. Is it possible to do this .. I want not to use zoho app or let my customers use it. thanks 

    • Zoho Subform Workflows onAdd of Row

      Suppose I have a form with attached workflows onLoad. If I use the form as a subform, will it inherit the workflows or do I need to create new ones onAdd of row?

    • Super Admin removal

      I brought a sub, and I gave the Super admin rights to a person who is no longer with us, so I need to change, and I need to make myself the Super admin

    • Better Notes Commenting

      Hi, I'd like to suggest better collaboration tools for NOTES. The current notes section for Accounts, Contacts and Deals is not ideally suitable for any degree of communication or collaboration. When responding to a note, there is no ability to leave

    • Exporting Templates

      I have just spent 2 hours creating a project template for a Netsuite configuration, and want to share it with other Zoho Projects users - who have a different account. Is there any way to do this?

    • Power of Automation:: Streamline Associated Teams based on the Task Owner update.

      Hello Everyone, A Custom function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:

    • No Response from Zoho Support in 8 Days - Typical?

      I have a couple of issues I'm trying to work through. Initially, I was getting support from support@zohofsm.com, but I have not received a response in 8 days (11 on another question). Is this typical? Can I pay for support? For context, I am not spamming

    • Add QUOTE OWNER profile image to a Quote Template

      I can add their email address.. phone number, DOB. I need to add a users profile picture so when they assign a template to a quote they own it adds their picture to the cover page. I've tried hacking a solution together but there has to be an easier way.

    • Zoho Connections Desk API relative URL PATTERN_NOT_MATCHED

      While i am trying to do this: async function fetchTicketsFromDesk(timeFilter = 'current_month') { try { const response = await ZOHO.CRM.CONNECTION.invoke("desk_connection", { url: "/api/v1/tickets", method: "GET", }); const data = response.details ? JSON.parse(response.details)

    • Zoho CRM - Custom Views for Portal Users

      I'm looking for an option to customise custom views for portal users in CRM. It would be great if "portal user" was a permission on custom views.

    • 【参加無料】10/17(金) 東京 ユーザ交流会 Vol.3 参加登録 受付開始！

      ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 10/17(金)に、東京・新橋で「東京 ユーザー交流会 Vol.3」を開催します！ 今回のユーザー事例セッションのテーマは、「Zoho Flowを活用した他社の決済サービスとの連携事例」です。 さらに、Zoho Flowに限らず、Analytics や Campaigns などの多彩なZohoサービスの活用方法について、豊富なご経験をもとにご紹介いただきます。 また、Zoho社員セッションでは、Zoho CRMを活用して日々の営業業務を効率化する具体的な事例をお話しします。業界を問わず、幅広い方にご参考いただける内容となっています！

    • Next Page