Create and Manage Data Sharing Rules | Zoho Creator Help

Create and Manage Data Sharing Rules

What Does This Page Cover?

Learn to create data sharing rules that allow the flow of application data from one user/role to another.

Availability

  1. Data Sharing is accessible in all plans of Creator.
  2. Only the super admin, admins, and developers can create and manage Data Sharing.

Setting Up Data Sharing

Data sharing rules enable a user or role which has been assigned to multiple users, to share their added records to another user or role who do not have the access by default. Before creating a data sharing rule, make sure to check out everything you need to know about data sharing.

Data Sharing Rule Creation Flow


See How to Configure


Create a Data Sharing Rule

1. Navigate to the edit mode of your application.

2. Click Settings situated in the top bar of the page.


3. Click User Permissions under the Permissions section.

4. The User Permissions page appears with the Permissions tab open. Click on the Data Sharing tab.


5. Click Add rule. The New Share Rule pane slides in from the right.

Note : If you've already created data sharing rules, click New Share Rule instead.


6. Enter a Name for the data sharing rule.
Note : The character limit for Name field is 100.

7. Choose the form whose records you want to share from the dropdown of the Form field.

8. Choose from Roles, Roles and Subordinates, or Users in the dropdown of Records shared from field. By default, Roles is selected.
Note : Roles and Subordinates refers to a role and all the roles that report to it.

9. Search and select a role/user from the dropdown given below the Records shared from field. All records owned by this particular user/role/role and their subordinates will be shared.

10. Choose from Roles, Roles and Subordinates, or Users in the dropdown of Records shared to field. By default, Roles is selected.

11. Search and select a role/user from the dropdown given below the Records shared from field. The records will be shared to this particular user/role and their subordinates/role.

12. Choose the Level of access as Read Only (default) or R ead/Write. This determines if the user/role, who is being granted access to the records, can only view, or also edit the records. Click Save.

Edit a Data Sharing Rule

1. Click on a data sharing rule in the Data Sharing tab to make edit and update it.

2. Make the necessary changes from the Edit Sharing Rule pane that appears and click Save.

Delete a Data Sharing Rule

1. Click the bin icon next to a data sharing rule in the Data Sharing tab, to delete the rule from your application.

  1. Understand Data Sharing
  2. Understand Roles and Role Hierarchy
  3. Understand Users

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