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.
To manage organization-wide data sharing process
- Click the Setup link.
- In the Setup: Home page, under the Admin Settings section click the Data Sharing Settings hyperlink.
- In the Sharing Privileges page, click the Edit
Permissions button.
- In the Default Organization Sharing Privileges page, update the following Access Privilege for modules:
- Private
- Public Read-Only
- Public: Read Create/Edit,Delete
- Click Save Permissions button after updating access privileges for all the modules.
I want all the users to have view access to the Accounts and Contact data. They should only be able to view and use the account / contact details, but no edit / delete rights.
How can this be done?
Hi Navin K,
You may provide the access rights using the Profiles. Create a new Profile from Setup --> Admin Settings --> Profiles by cloning the existing default Profiles (Administrator or Standard). When creating the profile, you can specify the rights whether the user has to view, create, edit or delete. Once you have created the Profile, assign it to the users from Setup --> Admin Settings --> Users.
Thanks,
Adam.
I have Managers and Account executives.
I need the Managers to be able to Read/Write/Delete all accounts.
I need Account executives to be able Read/Write their own records ….but read all accounts.
Basically the AE’s need to check and see if another AE is already working on a customer. But they should only have access to view other AE’s Accounts not modify them. But they need to Read/Write their own account
Hi Guest,
You will be able to restrict the access for your AE's using the Profiles (Setup --> Admin Settings --> Profiles) and then you will be able to provide the restriction using the Data Sharing Settings. This will help them to work with their data and see the other data that you have mentioned with restriction.
Thanks,
Adam.
I would like to restrict our overseas agents only too se their contacts (contacts from their countries) while I want to be able to see everything. Is yhis possible?
Hi Kenneth,
Yes. You will be able restrict the agents based on the profiles so that they will be able to see their contacts which has been assigned for them. You may create separate groups country wise and bring the user in that group. This will help the user to see the records based on the country and which were assigned for him.
Thanks,
Adam.
I can not figure out how to restrict leads & accounts access to specific roles. For example I created many leads as the top level CEO and I want my sales reps to access them but not my designers (another role). The only way I can share these leads is if I change the rights to public. Then everyone has access to them. Even if I setup up data sharing rules.
How can I restrict CEO leads to specific roles?
How can I restrict edit rights for sales managers so they can edit only the leads they create?
How can I restrict rights so sales managers can only view, not edit or delete leads that other sales managers create?
Hi Guest,
You will be able restrict the access of leads & accounts, etc using the profiles and the data will be shown based on the role that the user is assigned with. The role with equal designation will be able to see the records of them and their subordinates.
You will be able to assign the leads or any record to the specific user and they will be able to see the assigned data. The CEO will be able to see all data but the subordinates will not be able to see the CEO's data.
Rights for Sales Managers can be provided in the profiles that is created for them. The feature you request regarding sales managers restricted rights is under development and will be implemented in Zoho CRM soon (as the release date is subject to change, we can't provide a timeframe).
Thanks,
Adam.
I aslo need to restrict rights so sales managers can only view, not edit or delete leads that other sales managers create.
Could you let me know if you can now provide a time frame for this ability to be in place in zoho.
Thank you.
Chris
Hi admin@vistatourcrm.com,
The exact feature is in our road map and will be implemented in our future updates. Once its implemented, we will keep posted the update.
Thanks,
Adam.
Hello,
We have implemented Read-only type sharing rule as part of Data Sharing Rules. This feature is immediately available for all users of Enterprise Edition.