Data Sharing

What is Data Sharing?

In Zhylar CRM, data sharing means sharing records you own with another user. This allows users who cannot access those records to collaborate. It governs how records are shared between users within the organization. These records could be from leads, accounts, or deals module. It helps teams collaborate by sharing records with each other.

Data sharing is applicable at organization level and is applied at module level. This means that data can be shared with all users of the organization, or with none at all. The organization admin decides this for specific modules. (Example: If data sharing is public read for leads, then all records within the leads module are visible to all organization users. This is only applicable to leads).

When data sharing is turned ON:

• Other users can see records they don’t own.
• Depending on sharing settings, they can also edit, update, or delete those records.
• Teams can collaborate easily without waiting for the record owner.

Zhylar uses a top-down role structure. This means your data access depends on where you stand in the company hierarchy.

Default role assignment

• The first user in Zhylar is the Org Admin. By default, this role is named CEO.
• All other roles are created under the CEO in a tree-like structure.
• Role names can be changed to match your company (e.g., Manager, Sales Lead, Marketing Executive).
• CEO (Org Admin – Root Level)

Role-level permission settings

Cross Role :- People with different role with same reporting role (example both COO & CFO reporting to CEO, so CFO & COO are cross roles)

Peers:- People in same role are called peers (Example Sales intern role has 4 individuals in it so they are peers to each other)

This determines the type of data access granted to the role (even when Data Sharing is turned off).

Data visibility for cross role

• What it does: Lets people at the same level see each other’s data.
• Example use cases:
  • Sales Reps can see each other’s deals and leads.
  • Marketing Coordinators can check campaigns of peers.
  • Managers can view work of other managers at the same level.
• Access type: Read-only (can see but not edit).

Data sharing for peers

• What it does: Lets people at the same level work together on each other’s data.
• Example use cases:
  • Sales Reps can hand off accounts to each other.
  • Two Reps can manage deals together.
  • SDRs can share lead nurturing.
  • Managers can work together on projects.
• Access type: Full access (create, edit, update, delete based on settings).

Data sharing configuration

Data Sharing controls how records (Leads, Deals, Accounts, Contacts, Quotes, Invoices, Cases) are shared.

Below are permission available in data sharing

1. Private
2. Public Read
3. Public (Read + Write)
4. Public (Read + Write + Delete)

Private access

• Only the record owner has full rights (create, read, update, delete).
• Others cannot see it unless sharing is given.
• Example use cases:
  • Sensitive client info.
  • Territory-based leads.
  • Commission-based deals.
  • Compliance rules.

Public access

• Everyone in the company can see and sometimes edit the records.
• Different permission levels:
  • READ: Everyone can view records.
  • READ + WRITE: Everyone can view + edit data.
  • READ + WRITE + DELTE: Everyone can view, add, and delete data.

Examples:

• Public (READ): All leads are visible to all organization user for market research.
• Public (READ + WRITE): All leads are visible to all organization user with Edit access for market research.
• Public (READ + WRITE + UPDATE): All leads are visible to all organization user with Edit / Delete access.

Data Sharing Example

Example: Traditional Sales Organization

Hierarchy:

• CEO
  → VP Sales
  → Sales Manager
  → Enterprise Sales Rep
   → Mid-Market Sales Rep

Role settings:

• Enterprise & Mid-Market Sales Reps:
  • Can see data of other roles (If Cross Role = ON).
  • Cannot share their own data with same-level peers (If Peer Sharing = OFF).
• Managers (CEO, VP, Sales Manager):
  • Can see across roles (If Cross Role = ON).
  • Can share with peers at the same level (If Peer Sharing = ON).

Data sharing rules:

• Leads → Private → Each rep keeps their own leads.
• Opportunities (deals) → Public (READ + WRITE) → Teams can work together on deals.
• Accounts → Public (READ) → Everyone can see accounts to get market knowledge.

Important points to remember

• Data sharing rules are applicable across the entire organizational structure.
• Changing role hierarchy instantly changes who can see what.
• Changing data sharing rules affects both old and new records.
• If you move a user to a new role, their access changes automatically.
• Bulk uploads follow the current sharing rules.
• Data Sharing rules supersede all other permissions.
• A user without access to a particular module will not be impacted by data sharing changes. For example, if User A does not have access to the Leads module, turning data sharing on across the organization will not affect them at all.

Zhylar makes it easy to balance privacy (when you need control) and collaboration (when you need teamwork).

Discover how Zhylar can streamline your sales and elevate your business processes. Visit our website or book a demo today to experience the difference!