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, 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 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 and delete the records.
  • Public Read/Write/Delete: Other users can view, modify and delete the records.
A user who is a forecast manager can view their peers, that is other users in the same role, records even if share data with peers is disabled. 
Availability
Permission Required
Users with the Manage Data Sharing permission can access this feature.

 
Note
  • 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 > Users & Control > Security Control > 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/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 data in various modules.

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

To create data sharing rules

  1. Go to Setup > Users & Control > 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:
    • Specify from whom the records are shared.
    • Specify to whom the records are shared.
    • Choose the Access Type from the drop-down list.
    • Select the Superiors Allowed check box to allow data sharing to the superiors.
  4. Click Create Sharing Rule.
Note
Once a data sharing rule is created, until the execution is complete users will not be allowed to edit the rule.



See Also

    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

                                                        • Why a user is able to view his peers data when data sharing with peers is disabled?

                                                          If data sharing is disabled and still some users are able to view their peers data it could be because the user is a forecast manager. For example, if John from Sales Executive role is a forecast manager, then he will be able to view data of other ...
                                                        • Why are some users able to see their peers' data even though Data Sharing Settings is set as Private?

                                                          This is because the Share Data with Peers option is enabled for those users' role. The Share Data with Peers permission always takes precedence over data sharing rules.  Tip: To prevent your data from being compromised, the best practice is to ...
                                                        • 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 ...
                                                        • When should I use data sharing rules?

                                                          The role hierarchy prevents users in a higher role from the viewing data of their subordinates that is shared via custom data sharing. Read more about creating data sharing rules. To enable superiors to view this data, use the Superiors Allowed ...
                                                        • 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 ...

                                                        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