A fresh interface and functionality improvements for Zoho CRM's data sharing settings

A fresh interface and functionality improvements for Zoho CRM's data sharing settings

Data sharing is essential for maintaining proper access controls in your CRM. Whether you're setting default permissions or defining custom sharing rules, these settings determine how records are shared among users, roles, and groups.

Previously, navigating Zoho CRM's data sharing settings was inefficient due to certain limitations. For example, default organization permissions and sharing rules were displayed on a single page, which required users to scroll through the entire page to locate specific rules. Additionally, modules without any sharing rules were still displayed as empty tables, taking up unnecessary space and making it harder to find relevant rules quickly. Basic functionalities like search and filter were also missing, which further complicated the process of locating and managing rules efficiently.



What's improved?  

To address these challenges, we've revamped Zoho CRM's data sharing settings in terms of UI and functionality. So without further ado, let's jump into the details.



Two dedicated tabs for better navigation

Default organization permissions and sharing rules are now structured into two separate tabs.



Default Organization Permissions  
This tab enables users to define organization-wide access for each module. While the structure remains the same, the permission selection is now presented as a picklist-style dropdown for better clarity and ease of use. 

This ensures a clearer and more structured approach to managing default access.

Sharing Rules: A new detailed view  
The most significant update is in the Sharing Rules tab, which now provides a structured, module-specific display of all existing sharing rules.

Key enhancements in the Sharing Rules tab   



A more organized rule list  

  • The list now provides a clearer, more structured view by grouping sharing rules based on the module to which they belong, such as Leads, Contacts, Deals, and Accounts, eliminating unnecessary gaps and making navigation more efficient.
  • New columns and interactive elements have been introduced to display key details at a glance, such as shared from, shared to, permission levels, last modified user and time, and status. This ensures you can quickly access and manage sharing rules without needing to open each one individually.

Activate or deactivate rules instantly  

You can now instantly activate or deactivate sharing rules with a single click. The new toggle button provides greater flexibility in managing data access without the hassle of deleting and recreating rules.

Clone a rule  

We've introduced an option to clone a rule within the same module. For example, if you have an existing rule for sharing leads from your eastern region and need a similar rule for your western region, you can simply clone the rule, update the name and configurations as needed, and use it.



Search and filtering options for easy access

Finding specific rules is now faster and more intuitive with the new search bar and advanced filtering options.
  • Search by rule name: The search bar enables you to find a rule via its name. Simply enter a rule name and matching results are fetched dynamically.
  • Module filter: You can also use the dropdown to view rules for a specific module or across all modules.
  • Filter rules: You can further refine the search based on your requirement with options such as:
    1. Shared from (filter by a specific role or group)
    2. Shared to (select a target role or group)
    3. Superiors inclusion (filter rules that include or exclude superior roles)
    4. Status (active/inactive)


Created and last modified details  

You can now easily track when a rule was created and last modified directly within the rule configuration page. Additionally, the Last Modified column provides a quick view of the date, time, and user details so you can monitor recent changes without needing to open each rule individually.

What stays the same?   

These UI changes do not affect the core functionality of data sharing settings:
  • Default permissions work the same way, with only some UI refinements.
  • The rule creation process remains unchanged, except for minor layout improvements.
  • Existing sharing rules remain intact and function as before.
These updates do not require any action from users. While the core functionality remains unchanged, the enhancements provide greater flexibility in managing data sharing with improved controls, navigation, and usability.

That's all for these enhancements. Let us know your feedback in the comments.

Alert
These enhancements are being rolled out in a phased manner, and are currently available for users in the AU DC. 

Thanks,
Nizamuddin



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