Create and Manage Groups

Create and Manage Groups

In Zoho CRM, you can create different types of groups (set of users) to manage a set of common records. Groups can be used for setting up team selling, team support, event management by a group of marketing users, etc. Users associated with a particular group can access the records shared to a particular group and perform the necessary operations on the records.

Availability
Permission Required
Users with the Manage Groups permission in profile can access this feature.

Key Features
  • Group contains users, roles, roles & subordinates, and sub groups.
  • You cannot assign records directly to the groups.
  • Records can be shared with groups by setting up data sharing rules.
  • Users, roles, roles & subordinates can represent multiple groups.
Group Members

You can manage groups with the following combinations:

  • Users: Only users.
  • Roles: All users associated with the Roles can become members of the groups.
  • Roles & Subordinates: All users associated with the roles and subordinate roles can become members of the groups.
  • Sub-groups: All users belonging to a particular group can become members of the new group.
Sample Groups

Zoho CRM - Sample Groups

In Zoho CRM - Groups module, you can perform the following operations:

  • Create Groups
  • Assign users to groups
  • Edit groups
  • View groups
  • Delete groups
  • Share records with groups

Create Groups

You can create different types of user groups and share the common records among groups.

To create groups

  1. Go to Setup > Users & Control > Groups.
  2. In the Groups section, click Create New Group.
  3. In the New Group page, do the following:
    • In the Group Details section, specify the Group Name and Description for the group.
    • In the Group Source section, select the group members. You can select users, roles, roles & subordinates, and different groups as members of the new group.
  4. Click Save.

Assign Users to Group

After creating a new group, you can associate members with the group. As mentioned above, group members can be users, roles, roles & subordinates or other groups. After assigning group members you can share the CRM data among users by applying data sharing rules.

Note
  • You can assign users to multiple groups and they can access data as per the permissions in the profile and sharing rules.

To associate users to a group

  1. Go to Setup > Users & Control > Groups.
  2. In the Groups section, select the group to which you want to assign users.
  3. In the Group Details page, click Edit.
  4. Under Group Sources, select the users.
    You can select users, roles, roles & subordinates, and different groups as members of the new group.
  5. Click Save.

Edit Groups

After creating groups, you can update the group name and group members as your requirements grow.

To edit groups

  1. Go to Setup > Users & Control > Groups.
  2. In the Groups List page, you can see the list of Groups you have added.
  3. In the Public Groups List page, click on Edit button against the group you want to edit.
  4. In the Edit Group page, do the following:
    • In the Group Details section, specify the group name and comments for the group in Group Name and Description fields respectively.
    • In the Group Source section, select the group members.
      You can change the users, roles, roles & subordinates, and different groups as members of the new group.
  5. Click Save.

Delete Groups

Periodically you may consider cleaning up the unwanted groups using the delete function. While deleting, all the data sharing rules will be calculated automatically, updating the changes, so you won't need to recalculate them.

To delete Groups

  1. Go to Setup > Users & Control > Groups.
  2. In the Groups page, the list of group names will be available.
  3. Click the Del button to remove any Group from this list.

Share Records with Groups

In Zoho CRM, records are always owned by the user. However, access rights to the records can be extended to other users by grouping a set of users and setting up sharing rules for each module. After setting up the sharing rules, group members can access records in CRM modules as per their permission in their profile.

For example, if "User A" doesn't have access to the Potentials module, he/she cannot access the Potentials by setting up data sharing with groups.

  • The owner has all rights on the records
  • Records cannot be owned by groups. However, records can be shared with other users by groups and setting up data sharing rules
  • A User must have profile-level permission to access the records
  • To apply the record sharing, you must recalculate after setting up the sharing rules

To share data with groups

  1. Go to Setup > Users & Control > Security Control > Data sharing Rules.
  2. In the Data Sharing Rules page, setup sharing rules for each module. See Also Data sharing Rules 
  3. Click Save.
SEE ALSO

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