Setting up Data Sharing Rules - Online Help - Zoho CRM

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. Once the data sharing rules are configured, users associated to other roles and groups can gain additional access to the records that belong to other users. 

Key Features

  • By default all the modules have a Private option.
  • If the Organization-wide permission is set as Public Read/Write/Delete or Public Read/Write, everyone can access and update all the users’ data. Role Hierarchy and Sharing Rules will not be applied in this case.
  • If the Organization-wide permission is set as Public Read Only, everyone can only view the other users' records. In this case other users cannot modify the owner's records.
  • If the Organizational permission is set as Private, Role Hierarchy and Sharing Rules can be applied.
  • You cannot restrict the accessibility set in Organization's default permissions by writing the Sharing Rules. You can only extend the additional data visibility
  • In the Import History, records that belong to you and your sub-ordinates (if any) will always be shown.
  • All the Attachments, Notes, Emails and Competitors belonging to a record are accessible, if you are able to view that record.
  • Forecasts will always be private.

Managing Default Data Sharing Process

You can provide the following types of access levels to user in Zoho CRM modules:

  • Private: Only the record owner and his/her superior can view the record.
  • Public Read only: Users can view others' records but cannot modify or delete the records.
  • Public Read/Write: Users can view and modify others' records but cannot delete them.
  • Public Read/Write/Delete: Other users can view, modify and delete the records.
Permission Required
Users with the Manage Data Sharing permission can access this feature.


  • 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.
  • The organization-level data sharing model is not yet implemented for Notes, Reports, Dashboards, and Email modules.

To manage default permissions

  1. Go to Setup > Security Control > Roles and Sharing Data Sharing Settings.
  2. In the Data Sharing Settings page, click Edit All Default Permissions.
  3. In the Edit Default Organization Permissions page, update the following Access Privilege for modules:
    • Private
    • Public Read Only
    • Public Read/Write
    • Public Read/Write/Delete

  4. Click Save after updating access privileges for all the modules.

Creating Data Sharing Rules

This feature helps you to create rules to provide access or restrict users from viewing your data in various modules.

Permission Required
Users with the Manage Data Sharing permission can access this feature.


To create data sharing rules

  1. Go to Setup > Security Control > Data Sharing Settings.
  2. In the Data Sharing Settings page, click New Sharing Rule for the corresponding module.
  3. In the New Sharing Rule page, do the following:
    1. Sharing Rule Name - Specify the Rule name.

    2. Sharing Type - Select how records are shared.
    3. For Based on Record Owner: 
      Records Shared From- Select either the roles, roles and subordinates, or groups, to share records from.

      For example, the above preference would share all records owned by users with the Sales Reps role.
    4. For Based on Criteria:
      Set the specific criteria to meet your data sharing requirements.
      Click the + button to add additional criteria.
      Click AND to change the filter condition to OR and vice versa (You can also edit the criteria condition using the Edit Pattern option)

      For example, the above set of criteria would share records that have India as the billing country and fall under the Real Estate Industry.
    5. Records Shared To - Select either Roles, Roles and Subordinates, Groups or All Users to share records to. 
      For example, records Shared To - Roles and Subordinates - Marketing Associate would share the records with all users who have a Marketing Associate role and their subordinates.

    6. Permission - Choose the access type: Read Only, Read/Write, or Read/Write/Delete.
    7. Superiors Allowed - Tick this checkbox to allow access to the shared records with the superiors to the particular role or group with whom the records are shared. 
  4. Click Save

  1. Once a data sharing rule is created, users will not be allowed to edit the rule until the execution is complete.

  2. If a module has 40 lacs or more records, and 60% of them match the set rule criteria, the existing records will not be shared upon saving the rule. The customers have to reach support to share all the existing records that match the criteria. However, new and updated records that match the criteria will be shared.
Criteria based data sharing rules are not supported for existing users with the Activities module. However, users with activities module split into Tasks, Calls, and Meetings, can use criteria based data sharing rules.
Last updated on: Aug 14th, 2023

    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

                                      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

                                                                                                        • Sharing Records

                                                                                                          Collaboration with team members or others in the organization is integral to any business. For some, collaboration means conducting meetings, having discussions on phone or sending information via email while for some it is sharing data with peers ...
                                                                                                        • 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 ...
                                                                                                        • Configuring Workflow Rules

                                                                                                          Workflow Rules in Zoho CRM, are a set of actions (email notifications, tasks and field updates) that are executed when certain specified conditions are met. These rules automate the process of sending email notifications, assigning tasks and updating ...
                                                                                                        • Data Subject Rights

                                                                                                          The GDPR explicitly states certain rights for the data subjects in Articles 12 to 23. We need to understand and fullfil them when individuals seek to exercise those rights. Right of access: The subject's right to obtain from the controller, the ...
                                                                                                        • Adding Layouts Rules

                                                                                                          Layout Rules in Zoho CRM offer an interface for you to seamlessly manage dependency between fields in a layout. Your sales data are often inter-dependant. Consider the following examples. In a real estate company, the particulars required from a ...
                                                                                                          Wherever you are is as good as
                                                                                                          your workplace



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


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


                                                                                                            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