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

    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION






                          Quick Links Workflow Automation Data Collection
                          Web Forms Enterprise Begin Data Collection
                          Interactive Forms Workplace Data Collection App
                          Encrypted Forms Customer Service Accessible Forms
                          Digital Forms Marketing Forms for Small Business
                          HTML Forms Education Forms for Enterprise
                          Contact Forms E-commerce Forms for any business
                          Lead Generation Forms Healthcare Forms for Startups
                          Wordpress Forms Customer onboarding Order Forms for Small Business
                          No Code Forms Construction RSVP tool for holidays
                          Free Forms Travel
                          Prefill Forms Non-Profit

                          Intake Forms Legal
                          Mobile App
                          Form Designer HR
                          Mobile Forms
                          Card Forms Food Offline Forms
                          Assign Forms Photography
                          Mobile Forms Features
                          Translate Forms Real EstateKiosk in Mobile Forms
                          Electronic Forms

                          Notification Emails for Forms Alternatives
                          Holiday Forms Google Forms alternative 
                          Form to PDF Jotform alternative





                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media

                                                  Zoho Desk Resources

                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Understand Data Sharing

                                                                                                                What Does This Page Cover? Learn how the flow of data can be facilitated from between users/roles. Availability Data Sharing is accessible in all plans of Creator. Only the super admin, admins, and developers can create and manage Data Sharing. ...
                                                                                                              • Create form by importing data

                                                                                                                1. Preparing your source file Zoho Creator supports importing data from .xls, .xlsx, .xlsm, .csv, .tsv, .ods, .accdb, .mdb, .json and .numbers file formats. However, it's best you prepare your data by referring to the guidelines below for a smooth ...
                                                                                                              • Add data to a different application

                                                                                                                Requirement Automatically add a record to a form of one application when a record is added in a different application. Use Case A Zoho creator account has two applications: Contact Management and Order Management. All the customer details maintained ...
                                                                                                              • Create and Manage Permissions

                                                                                                                What Does This Page Cover? Learn to create permission sets that determine the actions a user can perform when they have access to the data of an application. Availability Permissions is accessible in all plans of Creator. Addition of new permission ...
                                                                                                              • Create and Manage Variables

                                                                                                                1. What Does This Page Cover? Learn how to create a variable to hold values that can be referenced and modified throughout your Creator application. Learn more about variables and its significance before moving ahead. 2. Availability Variables are ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources