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



        • Recent Topics

        • Optimum CRM setup for new B2B business

          Can some advise the most common way to setup Zoho CRM to handle sales for a B2B company? Specifically in how to handle inbound/outbound emails. I have spent hours researching online and can't seem to find an accepted approach, or even a tutorial. I have

        • filter on sheets mobile (iOS, iPadOS) does not work

          I have this issue on every spreadsheet, whether imported or created natively in Zoho Sheets. I can use on desktop without issue: desktop screenshot on iOS the filter dropdowns are not there and there is no way to add them mobile iPadOS looks the same

        • 【Zoho CRM】商談タブへのデータインポート

          Zoho使用前にエクセルで管理していた商談情報を、Zoho一括管理のため、商談タブにインポートしたいのですが、お客さまの氏名だけが紐づけられませんでした。 「Zoho CRMにインポートする項目を関連付ける」のところが画像のようになっています。 （弊社では、「姓」を「★個人データ名」という項目名に変更し、フルネームを入れて使用しています。） どのようにしたら氏名をインポートできるかご存じの方がいらっしゃいましたら、ご教示いただきたく、よろしくお願いいたします。 （投稿先が間違っていましたらご指

        • Canva Integration

          Hello! As many marketing departments are streamlining their teams, many have begun utilizing Canva for all design mockups and approvals prior to its integration into Marketing automation software. While Zoho Social has this integration already accomplished,

        • Can't edit Segments

          Happening with 2 different Zoho One environments, in different browsers. Please fix.

        • Zoho Sheet for Desktop

          Does Zoho plans to develop a Desktop version of Sheet that installs on the computer like was done with Writer?

        • Transfer ownership of files and folders in My Folders

          People work together as a team to achieve organizational goals and objectives. In an organization, there may be situations when someone leaves unexpectedly or is no longer available. This can put their team in a difficult position, especially if there

        • Founders using Zoho — are you leveraging Zoho Campaigns + Zoho Social for thought leadership… or just sending emails?

          I’ve noticed something interesting in the Zoho ecosystem. Many founders use Zoho Campaigns and Zoho Social for basic marketing—newsletters, scheduled posts, and announcements. But very few are using these tools strategically to: • Position themselves

        • Consumer Financing

          Does Zoho currently have a payment gateway (such as Stripe, Square, etc) which offers financing for customers? So, let's say the estimate we give the customer is greater than what they can afford at the time, but we can sell the service now, letting them

        • Subform edits don't appear in parent record timeline?

          Is it possible to have subform edits (like add row/delete row) appear in the Timeline for parent records? A user can edit a record, only edit the subform, and it doesn't appear in the timeline. Is there a workaround or way that we can show when a user

        • Zoho CRM - Option to create Follow-Up Task

          When completing a Zoho CRM Task, it would be very helpful if there was an option to "Complete and Create Follow-Up Task" in the pop-up which appears. It could clone the task you are closing and then show it on the screen in edit mode, all the user would

        • Deluge function to copy parent record file upload field to child record file upload field

          I'm stuck trying to write a deluge function that is triggered via automation in child record "Appointments," confirms if a file is in file upload "Report" field of parent "Contacts" record via Contacts lookup field "Contact_Name". If no file is in parent

        • Make panel configuration interface wider

          Hi there, The same way you changed the custom function editor's interface wider, it would be nice to be able to edit panels in pages using the full width of the screen rather than the currently max-width: 1368px. Is there a reason for having the configuration panel not taking the full width? Its impossible at this width to edit panels that have a lot of elements. Please change it to 100% so we can better edit the layouts. Thanks! B.

        • Image Compression Options

          Much better if we have level of options to compress the image [20%, 40%...] We are dealing with service reports daily that has before and after photos (image field)- the file size too large and one thing, the current limit is 10mb or 15mb for report

        • How to hide or archive a blog post temporarily in Zoho commerce website builder?

          I would like to temporarily hide or archive a blog post in zoho commerce website builder so that it doesnt appear on my website till I enable it again. I tried to look for this option but could not find it.  It only allows me to permanently delete a blog

        • How to mix different types of inputs (such as dropdown list and textbox)

          Hi, I'm creating a form called "Room Reservations" for a company. I created a "table" using "Matrix Choice". I created "Room 1", "Room 2" and "Room 3" with the "Questions". I would then like to create two columns with the "Answers", one called "Department"

        • How to Convert NSF to PST Format Effortlessly? - SYSessential

          It is highly recommended to obtain the error-free solution of the SYSessential NSF to PST converter to convert NSF files from Lotus Notes. Using this professional software, it becomes easier to convert all NSF database items, including emails, journals,

        • Zoho Commerce - Poor Features Set for Blogging

          Hi Zoho Commerce team, I'm sure you will have noticed that I have been asking many questions about the Blogs feature in Commerce. I thought that it would be useful if I share my feedback in a constructive way, to highlight the areas which I feel need

        • Pass shipping info to payment gateway Zoho Books to Authorize.net

          For some reason the integration from Zoho books to Authorize.net does not pass the shipping address. Authorize.net is ready to receive it, but zoho books does not send it

        • Massive Zoho Books failure

          We have not received any communication or notification from Zoho, but we have detected that Zoho Books is not working for all our users. We cannot access or use Zoho Books. This is critical. We are trying to contact Zoho on the Spain telephone number,

        • Does the Customer “Company Name” field appear anywhere in the Zoho Books UI outside of PDFs?

          Hi everyone, I’m trying to understand how the Company Name field is actually used in Zoho Books. There is a Company Name field on the customer record, but when viewing transactions like a Sales Order in the normal UI (non-PDF view), that field doesn’t

        • Email outbox is now available in the sandbox

          Hello all! Testing emails without visibility has always been a blind spot in the sandbox. With the new Outbox, that gap is closed. You can now view and verify every email triggered from your sandbox, whether it’s through workflows, approvals, or mass

        • Looking For Recruit Developer

          Hi everyone, I am looking for a Zoho Certified Developer to assist with a development project for MetalXpert. We are building a software system designed to bridge the gap between a candidate mobile app and an employer web portal using Zoho Recruit as

        • sales IQ issue on website

          i integrated the zoho sales IQ code on the website but it is comming in distroted form i am sharing the screenshot below the website is bulit in wix platform

        • Deprecation of the Zoho OAuth connector

          Hello everyone, At Zoho, we continuously evaluate our integrations to ensure they meet the highest standards of security, reliability, and compliance. As part of these ongoing efforts, we've made the decision to deprecate the Zoho OAuth default connector

        • I need to know the IP address of ZOHO CRM.

          The link below is the IP address for Analytics, do you have CRM's? IP address for Analytics I would like to know the IP address of ZOHO CRM to allow communication as the API server I am developing is also run from CRM. Moderation Update: The post below

        • Important Update: Google Ads & YouTube Ads API Migration

          To maintain platform performance and align with Google's newest requirements, we are updating the Google Ads and YouTube Ads integrations by migrating from API v19 to the newer v22, before the official deprecation of v19 on February 11, 2026. Reference:

        • Zoho recruit's blueprint configuration is not functioning as mapped

          Current Status: Zoho Blueprint is not functioning as configured. Issue: We are moving a Candidate status in Zoho Recruit "for active file" but we encountered: "Status cannot be changed for records involved in Blueprint." This happens to various client

        • Blocklist candidates in Zoho Recruit

          We’re introducing Block Candidate, which helps recruiters to permanently restrict a candidate from applying to current/future job openings. Once the candidate is blocked, they will no longer be able to participate in the recruitment process. This will

        • Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account

          Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?

        • Zoho Desk - Upsert Ticket

          Hi Desk Team, It is common to request more information from end-users. Using forms is a great way to ensure all the required information is collected. It would be great if there were an "upsert" option on the Zoho Form -> Zoho Desk integration which would

        • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

          The address field will be available exclusively for IN DC users. We'll keep you updated on the DC-specific rollout soon. It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition. Latest update

        • Client Side Scripts for Meetings Module

          Will zoho please add client side scripting support to the meetings module? Our workflow requires most meeting details have a specific format to work with other software we have. So we rely on a custom function to auto fill certain things. We currently

        • Introducing Multiple Sandbox Types and Support for Module's Data Population

          Register here for the upcoming Focus Group webinar on Multiple Sandbox | Help documentation to learn more about the new enhancements Hello everyone,  Sandbox in CRM is a testing environment for users to create and test new configurations like workflow

        • Creator Offline

          We had online access setup and working on our iphones. We have just set it up on an 'Android Tablet' and it is not downloading all the images? We use it to show customers our catalogue. Any ideas. Offline components all setup on both devices

        • Updated font library: New font styles and custom font options in Zoho Sheet

          Zoho Sheet's font library now supports 500+ font styles in 60+ languages! The updated font library is stacked with new font styles, and some of the previously available font styles have been replaced with equivalent options. There are two ways you can

        • Enable or disable any Field Rule!

          Hello Zoho Forms Community, We are excited to announce a powerful new enhancement to Field Rules that gives you greater control and flexibility in managing your form logic! Previously, if you wanted to temporarily deactivate a field rule, you had two

        • Marketing Tip #20: Increase traffic with strong meta titles and descriptions

          Meta titles and descriptions are what people see first on search results before they ever click through to your website. If your pages use generic titles or basic descriptions, you miss the chance to stand out, and search engines may not know which page

        • Kanban view on Zoho CRM mobile app!

          What is Kanban? The name doesn't sound English, right? Yes, Kanban is a Japanese word which means 'Card you can see'. As per the meaning, Kanban in CRM is a type of list view in which the records will be displayed in cards and categorized under the given

        • Not able to delete a QC nor able to revert or create a cycle of manufacturing for QC failed Jobs

          Not able to delete a QC nor able to revert or create a cycle of manufacturing for QC failed Jobs

        • Next Page