Setting up Data Sharing Rules

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Key Features
Managing organization-wide data sharing process
Related Links

By default, access rights to the CRM records is set as private so that record owner and his/her superior can manage 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 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 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 can not 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 be shown always.
• All the Attachments, Notes, Emails and Competitors belonging to a record are accessible, if you are able to view that record.
• Forecast will always be private .

You can provide the following types of access levels to user in Zoho CRM modules:

• Private: Only record owner and his/her superior can view the record. Others users including Zoho CRM administrator cannot view the owner’s records.
• Public Read-only: Users can view the others' records. But cannot modify and delete the records.
• Public: Read/Write/Delete: Other users can view, modify and delete the records.

Note: Currently organization-level data sharing model is implemented for the Leads, Accounts, Contacts, Potentials, Activities, Cases, Quotes, Orders, and Invoices modules. It is not yet implemented for Notes, Reports, Dashboards, and Emails modules.

Managing organization-wide data sharing process

1. Click on Setup > Admin Settings > Data Sharing Settings.
2. In the Sharing Privileges page, click on Edit Permissions.
3. In the Default Organization Sharing Privileges page, update the following Access Privilege for modules:
   
   
   • Private
   • Public Read-Only
     
   • Public: Read Create/Edit,Delete
4. Click on Save Permissions after updating access privileges for all the modules.

Related Links

Users | Profiles | Roles | Groups