How Do You Set Up Data Sharing Rules in Zoho CRM to Control Record Access Between Teams?
Sharing Rules determine how records are shared among users or roles when organization-wide sharing settings are restricted (Private or Read Only).
Set Default Sharing Rules:
Setup → Security Control → Data Sharing Settings.
Choose default access level per module: Private, Public Read Only, or Public Read/Write.
Add Custom Sharing Rules:
Define rules to share records from one role/group to another.
Example: Share all Deals from “Pre-Sales” to “Sales Manager” with Read/Write access.
Use Record-Level Sharing (if needed):
Manually share individual records with specific users or roles via the “Share” button.
Audit with Role Hierarchy:
Higher roles automatically inherit data visibility of users below them.
Why This Workflow Matters:
Effective sharing rules maintain data privacy, foster cross-functional collaboration, and reduce unauthorized access—especially in larger sales organizations.
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