Sharing Rules are used to configure data sharing rules across users in the role hierarchy. In CoreBOS CRM, the default access for CRM records is set to the public, which enables everyone to see all records. When sharing rules are set to private, users can only view records assigned to them and records of users below them in the role hierarchy.
Sharing Rules also help you to set custom sharing rules to share data with specific roles, roles and subordinates, and groups.
Note!
Features
Sharing Rules enables you to configure the following permissions across users in CoreBOS CRM.
| Name | Description |
|---|---|
| Private | Users can only view records assigned to them and records that are assigned to users with a role below them. |
| Public Read-only | Everyone can view all records but cannot modify and delete the records. |
| Public Read, Create/Edit | Everyone can view and modify all records but cannot delete the records. |
| Public Read, Create/Edit, Delete | Everyone can view, modify and delete everyone else's records. |
Please note the following rules:
* For Activities module the default organization sharing privilege value is set to the fixed value Private and cannot be altered
* Regardless of the organization-wide defaults, users can always view and edit all data owned by or shared with users below them in the role hierarchy if not prohibited by the profile.
* When an Account has been set to Private, access to related potentials, tickets, quotes, sales orders, purchase orders, and invoices is also set to private. You must have at least read access to a record to be able to add activities or other associated records to it.
Configuring organization-level sharing rules
This feature enables you to configure sharing rules across your organization. The default sharing rules offered by CoreBOS CRM are set to Public. However, you can change the sharing rules according to your requirements.
Follow a few simple steps to configure sharing rules:
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Click Change Privileges
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Click Save Permissions to update changes
Note!
Sharing Rules can be created for the following modules:
Leads Sharing Rules:
Leads owned by the users of a given Role/Role Subordinates/Group can be shared with users of another Role/Role Subordinates/Group with Read Only or Read/Write permission. Emails related to a lead will also be shared with Read Only or Read/Write permission.
Accounts Sharing Rules:
Accounts owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Emails related to a lead will also be shared with Read Only or Read/Write permission.
Sharing Rules created for the Accounts module will also apply to the contacts module automatically.
Potentials Sharing Rules:
Potentials owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Quotes and Sales Order related to a potential will also be shared with Read Only or Read/Write permission.
HelpDesk Sharing Rules:
Tickets owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Email Sharing Rules:
Emails owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Quotes Sharing Rules:
Quotes owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Sales Orders related to a quote will also be shared with Read Only or Read/Write permission.
Purchase Order Sharing Rules:
Purchase Orders owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Sales Order Sharing Rules:
Sales Order owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Invoices related to a sales order will also be shared with Read Only or Read/Write permission.
Invoice Sharing Rules:
Invoices owned by the users of a given Role/Role Subordinates/Group can be shared with users of a Role/Role Subordinates/Group with Read Only or Read/Write permission.
Important!
* Custom Sharing Rules can only extend visibility and cannot hide visibility.
* Sharing Rules cannot be specified to share data between two users. (for a solution see Section: Example 1)
* Sharing rules apply to all existing data and the data which will be added in the future.
* The number of sharing rules which can be defined for a single Role, Role Subordinates or Group is not limited.
Setting up custom sharing rules
Custom sharing rules are used to allow subordinates to perform operations on superiors' records. In other words, you, as a user on the upper hierarchy, can grant access to your subordinates to view your records. This can also be achieved by setting up Sharing Rules to Public, but the intention here is to only grant access to selected group, role and role and subordinates that are below you in the role hierarchy.
For instance, the Sales Manager is on a role hierarchy above SalesPerson. As sharing rules are set to private, Sales Manager can view Sales Person's records but not the other way around. The Sales Manager wants to give access to his records to his Sales Person. Now setting sharing rules to Public will let everyone view Sales Manager's records. Setting up custom sharing rules gives the Sales Manager the flexibility to exclusively grant access to the Sales Person role. Follow a few simple steps to define custom sharing rule:
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In the Custom Sharing Rules view, Click Add Privileges button, for the module you want to set Custom Rules.
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In the popup, define custom sharing rules
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Select a value to specify whose records should be accessed (Superior)
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Select a value to specify who will be accessing the records of superior (Subordinate)
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Select permissions that users have on records
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Click Add Rule to update changes
Similarly, you can configure custom sharing rules to share data with a role, roles and subordinates, and groups.
Note!