Data Access Permissions

Control the data that each user has access to within the CRM.

Data access permissions for your brokerage can be set based on either general user role or individual reporting structure.

Individuals with the 'Administrator' profile can access data across the organization regardless of role or reporting structure.

Role-Based Data Access

With role-based data access permissions, users can access their own data and the data of all users lower in the role hierarchy than them.

Users with the same role cannot access each other's data, but you can enable sharing of data between all users of a role by selecting the data sharing option for a particular role. Additionally, users can choose to share specific records with others.

To set role-based data access for your brokerage, go to Setup > General > Hierarchy Preference, select the 'Role Hierarchy' option, and click 'Save'.

Roles can be defined at Setup > Users and Control > Security Control > Roles. Users can then be assigned the defined roles at Setup > Users and Control > Users.

Reporting-Based Data Access

With reporting-based data access, users can access their own data and the data of their subordinates in the reporting hierarchy. Additionally, users can choose to share specific records with others.

To set reporting-based data access for your brokerage, go to Setup > General > Hierarchy Preference, select the 'Reporting Hierarchy' option, and click 'Save'.

Once 'Reporting Hierarchy' is selected, users' reporting managers and subordinates can be assigned at Setup > Users and Control > Users.

Data Sharing

For more information on roles and reporting hierarchy, and how data sharing settings impact the default data access permissions, check out these Zoho CRM resources:

• Profiles and Roles

• FAQs: Roles and Profiles

• Creating Reporting Hierarchy

• Setting up Data Sharing Rules