Create Groups

Edit Groups

After creating groups, you can update the group name and group members as your requirements grow.

To edit groups

1. Go to Setup > General > Users > Groups.
   
2. In the Groups List page, you can see the list of Groups you have added.
   
3. Click the three dots beside the group you want to edit.
   
4. Click on the Edit button.
   
5. In the Edit Group page, do the following:
   
1. In the Group Details section, you can edit the group name and description for the group.
   
2. In the Group Source section, select the group members.
   You can change the users, roles, roles & subordinates, and different groups as members of the new group.
   
   
6. Click Save.
   

View users

1. Directly: The user will be added to the group.
   
2. Indirectly: A role, group, or territory will be added to a group, which the user will belong to.
   

1. Navigate to Setup > General > Users.
   
2. Select the Groups tab.
   
3. Click the group whose users you wish to view.
   
4. Click the three dots button and select View Users.
   
   
5. A popup will appear with the list of all users in the group.
   
   

Note
If you try to view all users immediately after creating a group, there may be a slight delay in populating the list.

Delete Groups

Periodically you may consider cleaning up the unwanted groups using the delete function. While deleting, all the data sharing rules will be calculated automatically, updating the changes, so you won't need to recalculate them.

To delete Groups

1. Go to Setup > General > Users > Groups.
   
2. Click the three dots on the group you want to delete.
   
3. Click the Delete button.

Share Records with Groups

In Zoho CRM, records are always owned by the user. However, access rights to the records can be extended to other users by grouping a set of users and setting up sharing rules for each module. After setting up the sharing rules, group members can access records in CRM modules as per their permission in their profile.

For example, if "User A" doesn't have access to the Potentials module, he/she cannot access the Potentials by setting up data sharing with groups.

• The owner has all rights on the records
  
• Records cannot be owned by groups. However, records can be shared with other users by groups and setting up data sharing rules
  
• A User must have profile-level permission to access the records
  
• To apply the record sharing, you must recalculate after setting up the sharing rules
  

To share data with groups

1. Go to Setup > Security Control > Roles and Sharing > Data Sharing Settings.
   
2. In the Data Sharing Rules Settings page, setup sharing rules for each module. See Also Data sharing Rules 
   
3. Click Save.