Zoho Workerly | Record Sharing

Record Sharing

Collaboration is essential in a team. Zoho Workerly provides different levels of data sharing, one being the record-level sharing where users can share Jobs and Contacts with other users in the organization. The record-level sharing is just an extension to the already existing sharing rule applied to a record.

You can share individual records or select bulk records from the list view and share. There are two ways to share records:

  • Share a record with users and provide the same set of access permission for all the users.
  • Share a record with users and provide different access permissions to each user.
Availability

Profile Permission Required: Users with the Record Level Sharing permission in the profile.


Share Records

Record-level sharing is applicable only for contacts and jobs. You need to have the record-level sharing (Share) permission enabled in your profile to share the record.

The records can be shared with other active and confirmed users in your organization who are your subordinates in the role hierarchy. For the users to access the shared records, they need to have the permission to access the corresponding module in their profile.

To share contacts

  1. Click the Contacts tab.
  2. From the list of records, select a record that you want to share.
  3. In the Record Details page, click More Actions > Share.
    Alternatively, you can also select multiple records from the list view and click More Actions > Share.
  4. In the Contacts - Share pop-up, do the following:

    • Share to - Select the users to whom you want to share the record.
    • Contact(s) - Choose access permission as Read Only or Read & Write.
    • Related Job(s) - Choose access permission as Do Nothing, Read Only or Read & Write for the jobs associated with the account.
    • Click the Add icon to add more users and define sharing permissions.
  5. Click Save.

To share jobs

  1. Click the Jobs tab.
  2. From the list of records, select a record that you want to share.
  3. In the Record Details page, click More Actions > Share.
    Alternatively, you can also select multiple records from the list view and click More Actions > Share.
  4. In the Jobs - Share pop-up, do the following:

    • Share to - Select the users to whom you want to share the record.
    • Job(s) - Choose access permission as Read Only or Read & Write.
    • Click the Add icon to add more users and define sharing permissions.
  5. Click Save.

Note

  • Only if a module's default organization permission is Private/Public Read, the record-level sharing feature can be used. Also, the user must have the Share permission enabled in their profiles in order to share records with other users.
  • A record can be shared with users who do not already have access to it.
  • A record (Contact/Job) can be shared with a maximum of 10 users.
  • Record owners or users on a higher role who have access to the record can share their records with other users.
  • When a record (contact or job) is shared with another user, the associated activities, emails, notes, and attachments will be available to that user only if he/she has the required permissions and data sharing rules to access the same.
  • Users with whom a record is shared cannot change the ownership of the record.
    However, if records are overwritten upon import, there is a chance for record ownership to change.
    Even in such a case, record level sharing will not be revoked. The record will remain accessible to the users it was shared with.
  • Users cannot delete a record that is shared with them.
  • In cases of conflict between data sharing rules, territory rules and record level sharing, record level sharing does not limit permissions already provided to the record; rather it only extends it.
    For example, refer to the following table to see what happens to a record when it has conflicting data sharing and record level sharing rules.
    Based on Data Sharing RulesBased on Record SharingFinal Access for the Record
    Read-Only AccessRead Write AccessRead Write Access
    Read Write AccessRead Only AccessRead Write Access
  • For easy access to the records shared by you and those shared to you, two list views will be added - [Records] Shared to Me and [Records] Shared by Me.

Revoke Sharing

If you have shared a record to users there is also an option to revoke complete sharing if needed. On revoking, the access permissions given using record-level sharing feature will be removed.

To revoke record-level sharing

  1. Click the Contacts/Jobs tab.
  2. From the list of records, select a record that is shared with users.
  3. In the Record Details page, click More Actions > Share.
  4. In the [Record] - Share pop-up, click Revoke Sharing.

Enable Permission to Share Records

Administrators can always share records with others. For other profile users, the administrator can enable the permission in their profile.

To enable permission to share records

  1. Click Setup > Users & Permissions > Profiles.
  2. Select a profile to which you want to enable the permission.
  3. Select the Share checkbox for the respective modules (Contacts, Jobs).
  4. Click Save.

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