Retrieving a data sharing rule in Zoho CRM is straightforward once you know where to look in the updated Data Sharing settings area — here's how to find, review, and manage any rule in your organisation.
Why this matters
Data sharing rules control which users, roles, and groups can access CRM records beyond the default private setting. [2] If your sales team is reporting missing record visibility, or you need to audit who can see sensitive customer data, you'll need to locate and inspect the relevant sharing rule quickly. The Q1 2025 refresh to Zoho CRM's Data Sharing settings makes this significantly easier than it used to be. [1]
As independent experts at Beam Help (not official Zoho support), we've put together this guide based on the latest documented behaviour.
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Step-by-step
Step 1. Log in to your Zoho CRM account as an administrator. Only users with the appropriate administrative privileges can view and manage data sharing rules.
Step 2. Navigate to Setup (the gear icon in the top-right corner), then go to Security Control and select Data Sharing Settings. This is the central location for all sharing configuration in Zoho CRM. [2]
Step 3. Once inside Data Sharing Settings, you'll see a two-tab layout introduced in the Q1 2025 update. Select the Sharing Rules tab to separate it from the default organisation-level permissions view. [1]
Step 4. The Sharing Rules tab presents a detailed, module-wise list of every rule configured in your organisation. Scroll through the list to locate the rule you need, or use one of the filtering options described in the next step. [1]
Step 5. To narrow down results, use the Search bar to type a rule name or keyword, or apply Advanced Filters to filter sharing rules by specific modules (for example, Leads, Contacts, or Deals). This is particularly useful in organisations with a large number of rules across many modules. [1]
Step 6. Once you've located the rule, click on it to open the detailed view. Here you can review the criteria, the roles or groups the rule applies to, and the access level granted (such as read-only or read/write). [2]
Step 7. If you need to check whether a rule is currently active, look for the enable/disable toggle next to each rule. The Q1 2025 update introduced one-touch activation and deactivation, so you can confirm a rule's live status at a glance without editing it. [1]
Step 8. If you want to examine a rule's logic without modifying the original, use the Clone option to create a copy. This lets you safely inspect and test criteria in a duplicate before making any changes to the production rule. [1]
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Common pitfalls
- Can't see the Sharing Rules tab? If you only see a single-page view without tabs, your organisation may not yet have received the Q1 2025 interface update. Check that your CRM edition is current and that your account is on the latest release. [1]
- Rules exist but records are still private. Remember that by default, CRM record access is set to private, meaning only the record owner and their manager can view it. A sharing rule must be explicitly created and enabled to extend access to other roles or groups. [2]
- Filtering returns no results. If the module filter or search bar returns nothing, confirm you are on the Sharing Rules tab rather than the Default Organisation Permissions tab — these are now separated in the updated interface. [1]
- Cloned rules are inactive by default. When you clone an existing rule to review its structure, the clone will not be active until you deliberately enable it. Avoid accidentally leaving test clones enabled in a production environment. [1]
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What to check
- Confirm the rule's scope: After locating the rule, verify that the roles, groups, or users it targets match your current organisational structure — role hierarchies change over time and a rule may no longer apply to the intended audience. [2]
- Verify the active/inactive status: Use the one-touch toggle to confirm the rule is enabled if records should be visible, or disabled if access should be restricted. [1]
- Cross-check module assignment: Ensure the rule is attached to the correct module (e.g., Contacts vs. Leads), since the module-wise list makes it easy to spot rules that may have been configured against the wrong module. [1]