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**1.Configure Sharing Rules for the users**
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Sharing Rules are used to configure data sharing rules across users in a role hierarchy. In Vtiger CRM, the default access for CRM records is set to public, which enables everyone to see all the records in CRM.
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Before we dig in let’s look into some important points.
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* Basic Rules
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* Admin has full access to all records (Read ONLY fields can only be
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modified by the system).
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* Record owners and superiors have full access as long as THEIR
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profile permits.
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* Profiles RESTRICT privileges granted by Sharing Rules, at a user
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level.
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**2.Using Sharing Rules**
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* Public Mode - Grant Access privileges for Public using Public Sharing. Use Custom sharing rules to allow Write access to users belonging to groups or having roles.
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* Private Mode - Use Private sharing to block public access. Use Custom sharing rules to extend Read access to users belonging to groups or having roles.
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**3.Sharing Rule Type**
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Sharing Rules enables you to configure following permissions across users in Vtiger CRM.
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| Sl.No. | Properties | Description |
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| -------- | -------- | ---------- |
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| 1 | Private | Users can only access records assigned to them and records that are assigned to users with roles in their lower hierarchy.|
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| 2 | Public Read only | Everyone can access everyone else’s records but cannot modify and delete the records.|
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| 3 | Public Read, Create/Edit | Everyone can access everyone else’s records and can also edit and modify but cannot delete the records.|
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| 4 | Public: Read, Create/Edit, Delete | Everyone can view, modify and delete everyone else’s records.|
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**4.Configuring organization-wide sharing rules**
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Follow few simple steps to configure sharing rules
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* Click on menu icon and click Settings.
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* Click Sharing Rules under User Management.
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* Click radio buttons to configure new set of sharing rules.
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* Click Apply New Sharing Rules to update changes.
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Note!
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Please make sure you click on “Apply New Sharing Rules” button after
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making modifications. If not, your changes will not be reflected.
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**5.Setting up custom sharing rules**
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Custom sharing rules are used to allow subordinates to perform operations on superiors’ records. In other words, you, as a user of higher hierarchy, can grant access to your subordinates to access your records, though the module is made private. 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, role and subordinates that are below you in the Role hierarchy.
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For instance, Sales Manager is above Sales Rep in a Role Hierarchy. As sharing rules are set to private, Sales Manager can view Sales Person’s records but not the other way around. 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 Sales Manager the flexibility to exclusively grant access to Sales Person role.
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Follow few simple steps to define custom sharing rules
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* In Sharing Rules view, click drop-down under ‘Advanced Sharing Rules’ tab.
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* Click Add Custom Rule button.
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* In the pop-up window, define custom sharing rules and click Save.
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| Field | Description |
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| -------- | -------- |
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| Leads of | Select a value to specify whose records should be accessed (Superior) |
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| Can be accessed by | Select a value to specify who will be accessing the records of superior (Subordinate) |
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| With permissions | Select privileges that users have on records |
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Similarly, you can configure custom sharing rules to share data with a role, roles and subordinates, and group.
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