Kaizen #49 - Share Records #API

Kaizen #49 - Share Records #API

Hello Everyone!

Welcome back to another week of Kaizen!
In this post, we will discuss Share Records via Zoho CRM API.

Record-level sharing
In Zoho CRM, users can share individual records from any module with other users in the organization. You can share records using share records API.

Pre-requisite
Users with the Administrator profile can always share records with other users in the organization. For users with other profiles, the sharing permission must be enabled.

To enable share permission,
  1. Go to Setup > Users and Control > Security Control.
  2. Select a profile to which you want to enable the permission.
  3. Enable the Share permission under Tool Permissions.
  4. Select the checkbox(es) for the corresponding modules to which you want to enable Share permission.
1. Share Records via API
Using the share records API, you can share individual records from any module with other users in the organization.
Request URL: {{api-domain}}/crm/v2/Quotes/4150868000002515001/actions/share
Request method: POST

Sample Input
{
    "share": [
        {
            "user": {
                "id": "4150868000001248015"
            },
            "share_related_records": true,
            "permission": "full_access"
        },
        {
            "user": {
                "id": "4150868000001199001"
            },
            "share_related_records": true,
            "permission": "read_only"
        }
    ]
}

Input JSON
Key
Description
user
JSON object, Mandatory
Specify the unique ID of the user in the "id" key. You can retrieve valid user IDs from Get Users API. 
share_related_records
Boolean, Optional
Represents if you want to share the record along with the related records:
true - share related records along with the record. 
false - Do not share related records. This is the default value. 
Permission
String, Optional
Represents the access permission you want to give the user for the record: 
full_access - Allow user the full access(read, edit, delete) to the record. The user with whom the record is shared can also update the owner of the record. However, the user cannot share the record with another user. This is the default value. 
read_only - Allow the user to only view the record. 
read_write - Allow the user to view and edit the record. The user with whom the record is shared cannot update the owner of the record.

Note:
  • A record can be shared with a maximum of 10 users. Through related lists, a record can be shared with a maximum of 12 users. If you exceed this limit, the system throws the SHARE_LIMIT_EXCEEDED error. 
  • You can share records from any module except the activities module and linking module. They must be shared as related records. Refer to the Input JSON section, to know how to share a record with related list. 
  • You can only share the records with users who do not already have access to it.
  • Only record owners and users with the administrator profile can share their records with other active and confirmed users in the organization.
Sample Response


2. Get Details of a Shared Record

Using the get shared record details API, you can retrieve the details of a shared record. For instance, whether the record is shared with or without the related lists, the access-permission of the record, the details of the users with whom the record is shared with, and so on. 

Request URL: {{api-domain}}/crm/v2/Quotes/4150868000002515001/actions/share
Request method: GET

Sample Response


Response JSON
Key
Description
shared_through
JSON object
Represents the module API name, module ID of the module from which the record was shared. Also, represents the unique ID of the record. 
user
JSON object
Represents the name and unique ID of the user, and ZUID of the organization to which the user belongs. 

3. Update share permissions

Using the update share permissions API, you can update the sharing permissions, revoke access to the shared record, and update access permission to the related lists of the shared record. 

Request URL: {{api-domain}}/crm/v2/Quotes/4150868000002515001/actions/share
Request method: PUT

Sample Input
{
    "share": [
        {
            "user": {
                "id": "4150868000001248015"
            },
            "share_related_records": true,
            "permission": "read_only"
        },
        {
            "user": {
                "id": "4150868000001199001"
            },
            "share_related_records": false,
            "permission": "full_access"
        }
    ]
}

Note:
  • You can choose to share the record with other users by adding the details to the JSON array. To revoke permission, remove the user's details from the JSON array.
  • Apart from adding, removing users, you can update share permissions (read_only, read_write, full_access), and permission to access related records (share_related_records) for existing shared users.
  • Ensure that you don't share the same record with more than 10 users. 
Sample Response


4. Revoke shared records
Using revoke shared records API, you can revoke access to a shared record.

Request URL: {{api-domain}}/crm/v2/Quotes/4150868000002515001/actions/share
Request method: DELETE

Sample Response


Note:
  • When you fire this API, the system revokes the record from all the shared users.
  • You can revoke share permissions only for a single record per API call. 
We hope you found this post useful. 
Write to us at support@zohocrm.com if you have any questions, or let us know in the comment section.
Cheers!









    Access your files securely from anywhere








                            Zoho Developer Community



                                Bootcamp
                                Community
                                Pricing
                                Webinars
                                What's New
                                Integrations
                                Contact Support
                                Contact Sales
                                  Zoho Survey Resources
                                    Features
                                    Survey Templates
                                    Integrations
                                    Community
                                    iOS Mobile Surveys
                                    Pricing
                                    Android Mobile Surveys
                                    Insurvey Blogs
                                    Insight Blogs
                                    Tips & Tricks





                                                Latest Feature Updates

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                  • Ask the Experts




                                                      Zoho SalesIQ Resources

                                                            • Sticky Posts

                                                            • Kaizen #222 - Client Script Support for Notes Related List

                                                              Hello everyone! Welcome to another week of Kaizen. The final Kaizen post of the year 2025 is here! With the new Client Script support for the Notes Related List, you can validate, enrich, and manage notes across modules. In this post, we’ll explore how

                                                            • Kaizen #217 - Actions APIs : Tasks

                                                              Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

                                                            • Kaizen #216 - Actions APIs : Email Notifications

                                                              Welcome to another week of Kaizen! For the last three weeks, we have been discussing Zylker's workflows. We successfully updated a dormant workflow, built a new one from the ground up and more. But our work is not finished—these automated processes are

                                                            • Kaizen #152 - Client Script Support for the new Canvas Record Forms

                                                              Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved

                                                            • Kaizen #142: How to Navigate to Another Page in Zoho CRM using Client Script

                                                              Hello everyone! Welcome back to another exciting Kaizen post. In this post, let us see how you can you navigate to different Pages using Client Script. In this Kaizen post, Need to Navigate to different Pages Client Script ZDKs related to navigation A.


                                                            Manage your brands on social media
                                                            Access Zoho Social

                                                              Zoho Pagesense Resources


                                                                  Zoho TeamInbox Resources

                                                                    Zoho DataPrep Resources


                                                                      Zoho CRM Plus Resources

                                                                        Zoho Books Resources


                                                                          Zoho Subscriptions Resources

                                                                            Zoho Projects Resources


                                                                              Zoho Sprints Resources


                                                                                Qntrl Resources


                                                                                  Zoho Creator Resources



                                                                                      Zoho CRM Resources

                                                                                      • CRM Community Learning Series

                                                                                        CRM Community Learning Series


                                                                                      • Kaizen

                                                                                        Kaizen

                                                                                      • Functions

                                                                                        Functions

                                                                                      • Meetups

                                                                                        Meetups

                                                                                      • Kbase

                                                                                        Kbase

                                                                                      • Resources

                                                                                        Resources

                                                                                      • Digest

                                                                                        Digest

                                                                                      • CRM Marketplace

                                                                                        CRM Marketplace

                                                                                      • MVP Corner

                                                                                        MVP Corner









                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now


                                                                                            Zoho Show Resources

                                                                                              Zoho Writer

                                                                                              Get Started. Write Away!

                                                                                              Writer is a powerful online word processor, designed for collaborative work.

                                                                                                Zoho CRM コンテンツ



                                                                                                  Nederlandse Hulpbronnen


                                                                                                      ご検討中の方




                                                                                                              • Recent Topics

                                                                                                              • "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

                                                                                                              • Email Notifications not pushing through

                                                                                                                Hi, Notifications from CRM are not reaching my users as they trigger.  We have several workflow triggers set up that send emails to staff as well as the notifications users get when a task is created for them or a user is tagged in the notes.  For the past 6 days these haven't been coming through in real time, instead users are receiving 30-40 notifications in one push several hours later.  This is beginning to impact our daily usage of CRM and is having a negative effect on our productivity because

                                                                                                              • Ticket layout based on field or contact

                                                                                                                Hi! I want to support the following use-case: we are delivering custom IT solutions to different accounts we have, thus our ticket layouts, fields and languages (priority, status field values should be Hungarian) will be different. How should I setup

                                                                                                              • Add specific field value to URL

                                                                                                                Hi Everyone. I have the following code which is set to run from a subform when the user selects a value from a lookup field "Plant_Key" the URL opens a report but i want the report to be filtered on the matching field/value. so in the report there is

                                                                                                              • Syncing Bills in Zoho Books to Zoho CRM

                                                                                                                Is there any way to sync the Bills in Zoho Books in Zoho CRM

                                                                                                              • Desk DMARC forwarding failure for some senders

                                                                                                                I am not receiving important emails into Desk, because of DMARC errors. Here's what's happening: 1. email is sent from customer e.g. john@doe.com, to my email address, e.g info@acme.com 2. email is delivered successfully to info@acme.com (a shared inbox

                                                                                                              • SAML in Zoho One vs Zoho Accounts

                                                                                                                What is the difference between setting up SAML in Zoho Accounts: https://help.zoho.com/portal/en/kb/accounts/manage-your-organization/saml/articles/configure-saml-in-zoho-accounts ... vs SAML in Zoho One?: https://help.zoho.com/portal/en/kb/one/admin-guide/custom-authentication/setting-up-custom-authentication-with-popular-idps/articles/zohoone-customauthentication-azure

                                                                                                              • How do I change the order of fields in the new Task screen?

                                                                                                                I have gone into the Task module layout, and moving the fields around does not seem to move them in the Create Task screen. Screenshot below. I have a field (Description) that we want to use frequently, but it is inconveniently placed within the More

                                                                                                              • Zoho Inventory. Preventing Negative Stock in Sales Orders – Best Practices?

                                                                                                                Dear Zoho Inventory Community, We’re a small business using Zoho Inventory with a team of sales managers. Unfortunately, some employees occasionally overlook stock levels during order processing, leading to negative inventory issues. Is there a way to

                                                                                                              • CRM gets location smart with the all new Map View: visualize records, locate records within any radius, and more

                                                                                                                Hello all, We've introduced a new way to work with location data in Zoho CRM: the Map View. Instead of scrolling through endless lists, your records now appear as pins on a map. Built on top of the all-new address field and powered by Mappls (MapMyIndia),

                                                                                                              • Deactivated Zoho One account can sign in

                                                                                                                I am concerned by the fact that deactivated users in Zoho One have the ability to sign in even after their account has been deactivated (not deleted). these inactive identities have no access to individual Zoho apps or data. based on my experience they

                                                                                                              • How can I reset the password for a user in Zoho Projects

                                                                                                                We need to reset the password for a user in Zoho Projects. I am the admin portal owner and there was nothing to be found to do this. very confusing.

                                                                                                              • No funcionan correctamente el calculo de las horas laborales para informe de tickets

                                                                                                                Hola, estoy intentando sacar estadísticas de tiempo de primera respuesta y resolución en horario laboral de mis tickets, pero el calculo de horas en horario laboral no funciona correctamente cree los horarios con los feriados : Ajusté los acuerdos de

                                                                                                              • How can I add a comment to an existing ticket via API?

                                                                                                                I need to add comments/notes to the history of an existing ticket using the API without overwriting the original ticket description. Thanks!

                                                                                                              • Notification to customers when I use a Zoho function

                                                                                                                Hi all, I tried searching the community but couldn't find anything about it. I noticed that the customer receives the notification of reopening the old ticket but does not receive the notification of opening a new ticket when I use the function: "separate

                                                                                                              • Internal Error When Accessing Team Inbox.

                                                                                                                All our users are seeing this error in teaminbox. Because its a critical tool kindly resolve this issue ASAP.

                                                                                                              • Marketer's Space: Proven tips to improve open rates – Part III

                                                                                                                Hello Marketers! Welcome back to another post in Marketer's Space! This is the final post in the "open rate series". In the first and second parts, we discussed topics ranging from sender domains to pre-headers—but we're not done yet. A few more important

                                                                                                              • MCP no longer works with Claude

                                                                                                                Anyone else notice Zoho MCP no longer works with Claude? I'm unable to turn this on in the claude chat. When I try to toggle it on, it just does nothing at all. I've tried in incognito, new browsers, etc. - nothing seems to work.

                                                                                                              • Change Number Field to Decimal Field

                                                                                                                Hi, It would be nice to be able to change the field type without having to delete it and create a new one, messing up the database and history. Thanks Dan

                                                                                                              • Allow Text within a Formula

                                                                                                                Hi, I would like to be able to use this for others things like taking an existing Date Field and copying its value, so by entering getDay(Date)&"-"&getMonth(Date)&"-"&getYear(Date) it results in 01-02-2026. And then when the Date is changed so is this

                                                                                                              • Zoho Social - Feature Request - Reviewer Role

                                                                                                                Hi Social Team, I've come across this with a couple of clients, where they need a role which can review and comment on posts but who has no access to create content. This is a kind of reviewer role. They just need to be able to see what content is scheduled

                                                                                                              • Zoho Books/Inventory - Update Marketplace Sales Order via API

                                                                                                                Hi everyone, Does anyone know if there is a way to update Sales Orders created from a marketplace intigration (Shopify in this case) via API? I'm trying to cover a scenario where an order is changed on the Shopify end and the changes must be reflected

                                                                                                              • Zoho Inventory / Finance Suite - Add feature to prevent duplicate values in Item Unit field

                                                                                                                I've noticed that a client has 2 values the same in the Unit field on edit/create Items. This surprised me as why would you have 2 units with the same name. Please consider adding a feature which prevents this as it seems to serve no purpose.

                                                                                                              • Zoho CRM for Everyone's NextGen UI Gets an Upgrade

                                                                                                                Hello Everyone We've made improvements to Zoho CRM for Everyone's Nextgen UI. These changes are the result of valuable feedback from you where we’ve focused on improving usability, providing wider screen space, and making navigation smoother so everything

                                                                                                              • Kaizen #224 - Quote-driven Deal Reconciliation Using Zoho CRM Functions and Automation

                                                                                                                Hello everyone! Welcome back to another instalment in the Kaizen series. This post covers quote-driven deal reconciliation, emphasizing Functions and Automation to address practical sales challenges. Business Challenge Sales organizations often mark deals

                                                                                                              • Dependent / Dynamic DropDown in ZohoSheets

                                                                                                                Has anyone figured out a way to create a Dropdown, the values of which is dependent on Values entered in the other cell ?

                                                                                                              • Zoho Inventory - Composite Items - Assembly - Single Line Item Quantity of One

                                                                                                                Hi Zoho Inventory Team, Please consider relaxing the system rules which prevent an assembly items from consisting of a single line item and outputting a quantity of 1. A client I'm currently working with sells cosmetics and offers testers of their products

                                                                                                              • Directly Edit, Filter, and Sort Subforms on the Details Page

                                                                                                                Hello everyone, As you know, subforms allow you to associate multiple line items with a single record, greatly enhancing your data organization. For example, a sales order subform neatly lists all products, their quantities, amounts, and other relevant

                                                                                                              • BARCODE PICKLIST

                                                                                                                Hello! Does anyone know how the Picklist module works? I tried scanning the barcode using the UPC and EAN codes I added to the item, but it doesn’t work. Which barcode format does this module use for scanning?

                                                                                                              • Zoho Inventory - Allow Update of Marketplace Generated Sales Orders via API

                                                                                                                Hi Inventory Team, I was recently asked by a client to create an automation which updated a Zoho Inventory Sales Order if a Shopify Order was updated. I have created the script but I found that the request is blocked as the Sales Order was generated by

                                                                                                              • How do I create an update to the Cost Price from landed costs?

                                                                                                                Hi fellow Zoho Inventory battlers, I am new to Zoho inventory and was completely baffled to find that the cost price of products does not update when a new purchase order is received. The cost price is just made up numbers I start with when the product

                                                                                                              • Manage control over Microsoft Office 365 integrations with profile-based sync permissions

                                                                                                                Greetings all, Previously, all users in Zoho CRM had access to enable Microsoft integrations (Calendar, Contacts, and Tasks) in their accounts, regardless of their profile type. Users with administrator profiles can now manage profile-based permissions

                                                                                                              • Zoho OAuth Connector Deprecation and Its Impact on Zoho Desk

                                                                                                                Hello everyone, Zoho believes in continuously refining its integrations to uphold the highest standards of security, reliability, and compliance. As part of this ongoing improvement, the Zoho OAuth default connector will be deprecated for all Zoho services

                                                                                                              • VoC in Zoho CRM is now data savvy: Explore response drilldown, summary components and participation in CRM criteria

                                                                                                                VoC has all the goods when it comes to customer intelligence—which is why we're constantly enhancing it. We recently added the following: A customer drilldown component that shows you the list of prospects and customers behind a chart's attribute Expanded

                                                                                                              • How do I bulk archive my projects in ZOHO projects

                                                                                                                Hi, I want to archive 50 Projects in one go. Can you please help me out , How can I do this? Thanks kapil

                                                                                                              • Error 0x800CCC0F Outlook

                                                                                                                Hello, i cannot send or receive email in outlook. can you please help. 'Sending' reported error (0x800CCC0F) : 'The connection to the server was interrupted. If this problem continues, contact your server administrator or Internet service provider (ISP).'

                                                                                                              • Passing the CRM

                                                                                                                Hi, I am hoping someone can help. I have a zoho form that has a CRM lookup field. I was hoping to send this to my publicly to clients via a text message and the form then attaches the signed form back to the custom module. This work absolutely fine when

                                                                                                              • Can I add Conditional merge tags on my Templates?

                                                                                                                Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter

                                                                                                              • Zoho vault instal on windows

                                                                                                                I am trying to use Zoho Vault Desktop for Windows, but I am unable to complete the sign-in process. Problem description After logging in to my Zoho account and clicking Accept on the authorization page, nothing happens. The application does not proceed

                                                                                                              • Zoho Browser??

                                                                                                                hai guys, this sounds awkward but can v get a ZOHO BROWSER same as zoho writer, etc. where i can browse websites @ home and continue browsing the same websites @ my office, as v have the option in Firefox, once i save and close the browser and again when i open it i will be getting the same sites. If u people r not clear with my explanation, plz let me know. Thanks, Sandeep  

                                                                                                              • Next Page