There are two types of Sharing Rules:
- Public Sharing Rules: It helps you to control a group or a role that can read, create, edit or delete the records, they are accessible to all users.
- Private Sharing Rules: it helps you to block public access. Only the record owner and users assigned to the higher hierarchy role can access the records.
How to configure Sharing Rules?
To configure Sharing Rules follow the steps given below:
- Go to CRM Settings > User Management > Sharing Rules.
- The Sharing Rules page appears.
You can see different modules which you can assign different rules for the modules under the module column. When you enable a radio button, the rule which is mentioned in the column gets applied to the module.
For example, When you set the Contacts module to private, whereas the users can only access the records which are assigned to them.
| Rule Type | Description |
|---|---|
| Public: Read Only | Users can only view and access all other users' records, but cannot modify or delete the records. |
| Public: Read/Create/Edit | Users can View, Create and Edit other users' records, but cannot delete the records. |
| Public: Read/Create/Edit/Delete | Users can View, Create, Edit, and Delete other users' records. |
| Private | Users can only access records that are assigned to users with roles in their lower hierarchy. |
How to set up Custom Sharing Rules?
Custom Sharing Rules allow subordinates the authority to perform tasks on their superior's records.
For example, a Sales Manager is at a higher level than a Sales Person. The Sales Manager can access the Sales Person records when Sharing rules are set to private, but the other way around is not possible.
Now the Sales Manager desire to provide access to his records to the Sales Person, when setting up the Sharing Rules is set to public, the records will be visible to all the users, but setting up Custom Sharing Rules gives the Sales Manager to grant access to the Sales Person.
To set up Custom Sharing Rules follow the steps given below:
- For every module, there is a drop-down menu under the "Advance Sharing Rule" tab.
- Click on the "Add Custom Rule" button.
- In the pop-up of "Add Custom Sharing Rule to contacts".
a. "Contacts of" you can select a value from the drop-down to specify whose Contacts records should be accessed.
b. "Can be accessed by" you can select the value from the drop-down to specify the records who will be accessing the Contacts records.
c. "with Permission" you can select the privileges that users have on records. - Click on the Save button.
