We are excited to introduce a much awaited feature: condition-based data sharing rules. We'd love to explain more about this enhancement.
Specify record conditions in data sharing rules
Data sharing rules enable you to share all the CRM records in a module which are owned by particular roles or groups with any other role or group within your organization. This is often a convenient way to share data, but sometimes a specific set of records in the module needs to be shared irrespective of the record owner.
For example, a manufacturing company wants records in the Cases module in CRM which are related to customers' suggestions for their Air Purifier product to be shared with the R&D team. The Offshore Support group maintains the bugs and suggestions for all the company's products. In this scenario, admins could use a data sharing rule to share all the records owned by the Offshore Support group, which would include all bugs and suggestions related to all the company's products. But then the R&D team would have access to a lot of irrelevant records. Until now, the only alternative was to individually share the records for suggestions for Air Purifiers, which is a manual, time-consuming process with a high risk of human error.
This is where the new criteria for rule sharing enters the picture. With this enhancement, you can create sharing rules based on specific criteria, giving you greater flexibility to set up rules to share the exact records required, either based on criteria or based on record owner, with other roles or groups within your CRM. This is more automated, more accurate, and saves time.
The following UI changes have been made to the sharing rule page:
- Sharing Rule Name: You can now enter names for data sharing rules to make them easier to identify in the future.
- Records Shared To: Besides sharing records with Roles, Groups, or Roles and Subordinates, records can now also be shared with All Users
- Permission: There is now an option to give Read and Write permissions along with the existing options for Read Only or Read/Write/Delete permissions.
Refer to our help page
for more information about this feature.
P.S. These features are now available for all users in all DCs.