Record sharing and field permissions

Decide who sees which clients, leads, deals and companies, and hide or lock sensitive fields per role.

Contents: Who can use it · Default access · Sharing rules · Field permissions · Example · FAQ

Who can use it

Workspace administrators and roles allowed to manage record sharing. Field permissions also need the right to change role permissions. Available on every plan.

Where: CRM → CRM settings → Record sharing and Field permissions.

Default access

Branch access always applies first. On top of it, pick per record type (clients, leads, deals, companies):

Default	Who sees a record
Everyone	Everyone who can see its branch (how it worked before)
Owner and their team	The owner, people in the same CRM team, and the owner's managers
Owner only	Only the owner

Always visible: records with no owner (for example new leads waiting to be picked up), records in a territory you own or whose team you are in, and everything for Owners, administrators and roles with See every record (ignore sharing rules).

Sharing rules

A rule opens records up to more people. Click New sharing rule and choose:

• Records: clients, leads, deals or companies.
• Records of: an owner, the owner's team, the owner's role, a branch or a territory.
• Shared with: a person, a team or a role.
• Access: Read only or Read and edit.

Someone who sees a record only through a read-only rule can open it but not change, delete or move it; the screens say so.

Field permissions

Fields are grouped:

Group	Fields
Contact details	Email, phone numbers and address of clients, leads and companies
Deal amounts and tax IDs	A deal's value, a company's tax ID

Pick a role, then set each group to See and edit, Read only or Hidden, and Save. Hidden fields show as Hidden in lists, on record pages and in downloads; read-only fields are shown but locked in forms. A role you never limited sees everything, and the owner of a record always sees its fields. Owners and administrators are never limited.

Example

SaltSync sets Clients to Owner and their team. Karim and Jamal are in the Khulna sales team, so they see each other's clients but not Salma's. A rule Records of owner Salma → Shared with team Khulna sales, Read only lets them look up Salma's clients without changing them. For the Call agent role, Deal amounts are Hidden, so agents see deals without their value.

FAQ

• A manager no longer sees everything. Give their role See every record (ignore sharing rules), or add a sharing rule.
• Someone can't save a client. If a field group is read-only for their role, changing those fields is refused; other fields still save.

Related pages

Territories · Clients · Deals · Quotes