How to share a single record (lead, deal etc.) with several users | Zoho CRM - FAQ

How to share a single record (lead, deal etc.) with several users?

There are two ways in which records can be shared with others in the organization:
  1. Direct Sharing - Individual records can be directly shared with other users. For example, a deal can be shared with another sales rep. 
  2. Indirect sharing - A record can be shared as an associated record, that is through related list. For example, a deal can be associated with a contact and when you share the contact's record the deal too will be shared with the other user. This type of sharing is called indirect or sharing records with their related-list. 
Remember that you cannot share records from Activities (Tasks, Calls, and Meetings) and Linking modules.
Setting permission for the users
There are three types of permissions that can be given to the users while sharing a record, depending on the action you want them to perform on the record.
  1. Read Only - User can only view the records that are shared with them.
  2. Read/Write - Users can view and edit the records that are shared with them. This does not include the permission to change the owner or delete the record.
  3. Full Access - User view, edit and delete the records that are shared with them. They can also change the ownership of the record.

To share individual record
  1. Go to the Module from which you want to share a record and select a record.
  2. In the Record Details page, click the More Actions icon and then click Share.

  3. In the Sharing [Record] popup, do the following:
    1. Select the record access type: Private or Public.
    2. For Public sharing, Choose the access permission: Read Only, Read & Write, or Full Access
    3. Click Share.

    4. For Private sharing, select the users with whom you want to share the record.
    5. Choose the access permission: Read Only, Read & Write, or Full Access.

    6. Click the Add user icon to add more users and define sharing permissions. You can add multiple users with different access permissions.
    7. Select the With Related List checkbox, if required. All the associated records will also be shared. In future, if you associate new records, (for example, you add tasks), they will also be shared.
    8. Select the Notify through feeds checkbox to alert users when you share records with them.

    9. Click Share.
      You can always manage the sharing, as required or revoke sharing.

    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 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

                Zoho SalesIQ Resources



                    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

                                                        • Sharing Records

                                                          Collaboration with team members or others in the organization is integral to any business. For some, collaboration mean conducting meetings, having discussions on phone or sending information via email while for some it is sharing data with peers and ...
                                                        • Setting up Email Sharing Permissions

                                                          Emails exchanged with customers contain important information that may be required for reference by several other teams who are involved in the business process. For example, a contract agreement exchanged with a firm may be required by the legal ...
                                                        • Email Association With Deal

                                                          There can be instances when a contact that you handle has multiple deals associated to it. In that case, to follow-up or close a deal you would prefer to see the emails distinctly marked to a deal, rather than having all the emails of the ...
                                                        • Deleting and Transferring Users

                                                          You may have to delete a user from the CRM account when they discontinue service in the organization or are transferred to a different team or project. Before deleting the user it is important that you transfer the records they own and the ones ...
                                                        • Setting up Data Sharing Rules

                                                          By default, access rights to CRM records is set as private so that the record owner and his/her manager can oversee the CRM data. However, using the Data Sharing Rules, you can extend the access rights to users belonging to other roles and groups. ...

                                                        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