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

      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          • Sticky Posts

          • Introducing ICR in Zoho CRM: Transform your printed text into digital data

            From writing on papyrus in the ancient times to creating a humble record in your CRM, the world may have evolved with how it used to record data, but data entry as such has not been simplified. It is still a repetitive and arduous chore on which businesses
          • Flex Your Creativity – A New component to Canvas in Zoho CRM

            Hello Everyone We’re excited to introduce Flex, a new component for Canvas in Zoho CRM! Flex is here to give you greater control over how your data is displayed in your layouts. This component enables responsive layouts that adapt across different screen
          • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

            Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration
          • Presenting ABM for Zoho CRM: Expand and retain your customers with precision

            Picture this scenario: You're a growing SaaS company ready to launch a powerful business suite, and are looking to gain traction and momentum. But as a business with a tight budget, you know acquiring new customers is slow, expensive, and often delivers
          • Enrich your CRM data and keep them updated

            You spend a lot of your time and efforts in generating quality leads for your business. While generating leads is a challenge in itself, the real deal begins when sales reps try to nurture these leads and convert them as customers. So how equipped is your sales team with information about your leads matters a lot.  For example, you might be using webforms to generate leads and collect customer information from your website. The lesser your webform fields are, the more your sign-ups right? From optimizing

          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ










                                ご検討中の方

                                  • Recent Topics

                                  • Dial Charts in Analytics using field values for colored ranges

                                    Hey all! It would be supremely helpful if we could use field values for ranges in Analytics for dial charts. We currently display an analytics report to our sales team showing how close they are to reaching the next tier for commission payouts. We update
                                  • Give Permission for User test in Development/Staging modes

                                    Hi Everyone, I am using Zoho Creator C6. Where there are development and staging modes. Is it possible to give special / temporary permission for users to test directly in development and staging? Or do you have any other ideas? Thank you very much.
                                  • A couple of minor enhancements to Workflows

                                    Last updated on September 17, 2024: These enhancements were initially available for early access, and we've now enabled them for all users. We are elated to announce a couple of enhancements to custom functions in our Workflows! Say hello to: "Source"
                                  • South Africa Tax Edition is now Available!

                                    Managing taxes just got easier for field service businesses in South Africa! With Zoho FSM's new South Africa tax edition, field service businesses operating in South Africa can now effortlessly stay compliant with local tax regulations. Easily manage
                                  • How to overcome Zoho Deluge's time limit?

                                    I have built a function according to the following scheme: pages = {1,2,3,4,5,6,7,8,9,10}; for each page in pages { entriesPerPage = zoho.crm.getRecords("Accounts",page,200); for each entry in entriesPerPage { … } } Unfortunately, we have too many entries
                                  • Introducing ICR in Zoho CRM: Transform your printed text into digital data

                                    From writing on papyrus in the ancient times to creating a humble record in your CRM, the world may have evolved with how it used to record data, but data entry as such has not been simplified. It is still a repetitive and arduous chore on which businesses
                                  • How to Add Custom Sections in the Product Page?

                                    Hi Zoho team, I’m currently using the Tranquil theme on Zoho Commerce and I have a question regarding the product page layout. Right now, under each product, I can see expandable sections like Product Details and Specifications. I’d like to add two additional
                                  • Bulk user onboarding for Cliq Channels in a jiffy

                                    As developers, we frequently switch between coding, debugging, and optimizing tasks. The last thing we want is to be burdened by manual user management. Adding users one by one to a channel is tedious and prone to errors, taking up more time than we could
                                  • Cannnot find criteria tab

                                    We need to be able to segment contacts based on an account view or field. The online help shows a screen with three options: Under Sync Details there is All Contacts; Custom view; Criteria.  The latter is missing from my screen.  I need it. I also want to know if I delete contacts from campaigns, will they still remain in CRM? 
                                  • Weekly Tips: Secure your attachment downloads with Zoho Mail

                                    Safety is one of our main concerns, whether it’s about device security or online protection. We use tools like fingerprint scanners, facial recognition, and two-factor authentication to keep our devices and email accounts secure. We use methods like OTP
                                  • Issues with Dashboard Filter and KPI in Zoho Analytics (CAGR)

                                    Hi everyone, I'm trying to build a CAGR (Compound Annual Growth Rate) KPI in Zoho Analytics, but I'm running into some issues with filter synchronization. Here's the scenario: I created two test reports: One that filters results from 2021 to 2025. Another
                                  • How Would I get data from a network drive to be feed into creator program.

                                    What's the easiest and cleanest solution for this?
                                  • Adding Product Photos through Import or In Bulk

                                    I am about to add about 1000 products in the CRM. I am shocked that there is no way to add product photos through the Import feature. I'll be spending days adding product photos.... Very dissapointing. Anyone know of a work around to add product photos
                                  • Announcing Multi-language Support in Zoho FSM

                                    Zoho FSM now speaks your language. The much-awaited multi-language support is now available in Zoho FSM. The following languages are supported in Zoho FSM: Dutch (Nederlands) English - United Kingdom English - United States French (français) French -
                                  • How to sync Zoho CRM Quotes with Zoho Books/Finance Estimates or Quotes

                                    Hi everyone, We’re building quotes in the Zoho CRM Quotes module because of its strong CPQ features and better communication options (multiple contacts, email customization, etc.). However, these don’t sync directly with Zoho Books/Finance for invoicing.
                                  • Quiz of the Day on Dashboard

                                    Hi team, Is it possible to enter a feature for enabling a widget as a quiz for the day. This widget can have one question popping up daily from the list of some pre-fed questions and the employees need to either type a response or can select from a multiple-choice
                                  • Email content strategy

                                    This is basically a couple of questions about the best practices when it comes to the use of colors as part of the message sent through the email campaign. 1 - Is there a guide or recommendation as to what are the best colors for text/background associated
                                  • Canvas Button Vanished

                                    I have a button that has mysteriously vanished. It shows in the canvas builder but then is no where to be found in the actual record and before you ask, yes I have tried to access through incognito mode and same issue.
                                  • Multiple Tabs in the Dashboard

                                    Hi team, Can we enable an option to add multiple tabs in a dashboard? This will help to group the content to be displayed to employees and make it more usable and user-friendly intranet space.
                                  • In the Pivot table in the value section i want to the actual value instead of sum or count

                                    I am creating Early/late Check and check out in pivot report based on Zoho analytics I need the data to include: Employee Name Late Entry, Early Entry, Early Exit, Late Exit, First In, Last Out, and Total Hours.
                                  • Introducing Assemblies and Kits in Zoho Inventory

                                    Hello customers, We’re excited to share a major revamp to Zoho Inventory that brings both clarity and flexibility to your inventory management experience! Presenting Assemblies and Kits We’re thrilled to introduce Assemblies and Kits, which replaces the
                                  • IMAP as a source option in Dashboards

                                    Hi Team Can I request IMAP be added as a source option for running a report or creating a KPI in dashboards. I have selected all options and my IMAP linked emails are not showing, I can only check these by going to emails in a contact. Thankyou Josh
                                  • In Zoho people Check in report the date want come as Colum how i can achive that in zoho people or analytics

                                    In Zoho people Check in report the date want come as Colum. How i can achive that in zoho people or analytics
                                  • Canvas responsive preview in different browser window causes re-authentication/verification

                                    I'm trying to design a view in Canvas. I am testing in a tab with a desktop view, and another tab (on my same desktop/IP) with a responsive view of an iphone. Every time I refresh, it boots me out of the previously used tab. If I forget to refresh the
                                  • Import subform entries conveniently in CRM

                                    Dear All,   Subforms have always been crucial for associating additional data with CRM records. You can easily associate line items with parent records and keep track of various details related to your records. We're pleased to announce that we've introduced
                                  • Canvas: how can I edit theme?

                                    This says "Theme Colours", and I would like to edit theme colors (and styles ala CSS). How can I edit these "Theme Colours"? I'm a software developer, so just point me in a direction where I can alter code if needed.
                                  • Cómo convencer a tu manager para venir a Zoholics 2025

                                    ¿No estás seguro de si a tu manager le convence que asistas a Zoholics 2025? ¡No te preocupes! Aquí te damos algunos argumentos clave que te ayudarán a convencer a tu manager de que participar en este evento es una inversión tanto para ti como para la
                                  • HTML Email in Zoho Books

                                    Is it possible to create custom html email template in zoho books. 
                                  • Using IMAP configuration for shared email inboxes

                                    Our customer service team utilizes shared email boxes to allow multiple people to view and handle incoming customer requests. For example, the customer sends an email to info@xxxx.com and multiple people can view it and handle the request. How can I configure
                                  • Can you please let us know how we can use Zoho for multi store?

                                    Hello Team, Can you please let us know how we can use Zoho for multi store because when we connect our plugin to Zoho and we create a product and then on another store when we create product with same name then product already exist error occurs, so how
                                  • Contracts Management

                                    Hello, We are implementing Zoho FSM for our field service operations and, one of the features we are lacking is Service Contract Management. I was told that such feature might be in the pipeline but an estimated launch date for this is not available at
                                  • Exciting Updates to the Kiosk Studio Feature in Zoho CRM!

                                    Hello Everyone, We are here again with a series of new enhancements to Kiosk Studio, designed to elevate your experience and bring even greater efficiency to your business processes. These updates build upon our ongoing commitment to making Kiosk a powerful
                                  • Cancelled appointments still block out timeslot

                                    I haven't had to test this before, but I've just found a problem. I had an appointment in a certain timeslot, and that appointment was cancelled. However, Bookings won't let another appointment be booked in that slot - it makes that time unavailable until
                                  • Can you change the width of a template, and/or the size of images we upload to the template?

                                    my images look good in preview, but are then skewed when sending email. Also, are image sizes "fixed" by which template is being used? Thanks in advance. CV
                                  • Tip of the Week #53 – Use Zia writing assistant !

                                    Ever find yourself typing out a quick reply or discussing something with your teammates, and a tiny typo slips through? Or maybe you’re aiming to refine your writing for better clarity and context? That’s where Zia steps in , Zoho's AI powered writing
                                  • Sheet View for Reports

                                    Hi - is there any plan to make a "Sheet View" function for reports??? It would be a huge improvement. Moderation Update (30th April 2025): We have a separate post discussing the same requirement. Please follow the below post to stay updated on the progress.
                                  • When adding or editing a contact in contact tab, the contact or edits cannot be seen in mail tab for up to 24 hours

                                    When reporting this as a bug, I was informed that it can take up to 24 hours for a newly added or edited contact in the Contacts section to become usable in the Email tab—whether through autocomplete or when selecting recipients via the To button. Frankly,
                                  • Power of Automation :: SLA for Projects

                                    Hello Everyone, In this post, we would like to highlight the feature "Time-Based Workflow Rules for Projects" Workflow rules help project managers organize tasks in a project by setting criteria and actions that meet the project requirements. Zoho Projects
                                  • RouteIQ for Zoho FSM

                                    Beste, Zou wel top zijn dat we een RouteIQ hebben voor FSM aangezien we constant moeten zien wat de beste route is voor onze monteurs. Nu moeten we een speciale aparte programma hebben om de beste route te berrekenen voor onze monteurs aangezien de planning
                                  • Let's Talk Recruit: An approval process with zero follow-ups

                                    Welcome back to our Let's Talk Recruit series! Today, the topic of discussion is the Approval process. We’ll discuss how approval workflows function in recruitment, explore real-world use cases, and show how automation in Zoho Recruit can streamline approvals
                                  • Next Page