Sharing Profiles

Sharing Rules are used to configure data sharing rules across users in role hierarchy. In PE Front Office, the default access for CRM records is set to 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 role hierarchy. Sharing Rules also help you to set custom sharing rules to share data with specific role, role and subordinate, and group. 

Notes: Admin users can view all records irrespective of roles, profiles and sharing rules

Features

Sharing Rules enables you to configure following permissions across users in PE Front Office.

Configuring Organization-Wide Sharing Rules

This feature enables you to configure sharing rules across your organization. The default sharing rules offered by PE Front Office are set to Public. However, you can change the sharing rules according to your requirements.

To configure Organization-level sharing rules, follow the below steps:

1. Click on CRM Settings icon () in the top right corner of the panel.

2. In the Users and Access Management panel, click on Sharing Access.

3. A list of existing privileges will be displayed. Click on Change Privileges button in the top right corner of the panel.

4. Update the permissions and click Save Privileges.

5. To apply the changes, click Recalculate button in the top right corner of the panel.

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 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 role hierarchy.

For instance, Sales Manager is on a role hierarchy above Sales Person. 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 on 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.

To modify custom sharing rules, follow the below steps:

1. Click on CRM Settings icon () in the top right corner of the panel.

2. In the Users and Access Management panel, click on Sharing Access.

3. Click on Add Privileges button in the top right corner of the panel.

4. Update the details and click Add Rule.

5. To edit a custom sharing rule, click on the Edit icon () in the Tools column.  Update the details and click on Add Rule button to save.

6.  To delete a custom sharing rule, click on the Delete icon () in the Actions column. The delete window is displayed. Click OK to delete the rule.