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
  • View all users in a group
  • Delete groups
  • Share records with groups

Create Groups

To create groups
  1. Navigate to Setup > General > Users > Groups.
  2. In the Groups section, click Create New Group.
  3. Specify the Group Name and Description for the group in the Create Group pop-up.

  4. In the Add members to Group screen, select the group members.
    From the dropdown, you can select users, roles, territories, and different groups as members of the new group.

  5. In the case of roles and territories, select the specific roles or territories, and tick the option for subordinates to add their subordinates into the group.

    On the top left of the pop up you will get the count of Roles, Groups, territories, and Users based on your selection for the particular group. Clicking on the hyperlink will show the selected roles, groups and the users on the popup for Selected Members.

  6. 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 > General > Users > Groups.
  2. In the Groups List page, you can see the list of Groups you have added.
  3. Click the three dots beside the group you want to edit.
  4. Click on the Edit button.
  5. In the Edit Group page, do the following:
    1. In the Group Details section, you can edit the group name and description for the group.
    2. 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.

  6. Click Save.

View users

Users can be added to the group in the following ways:
  1. Directly: The user will be added to the group.
  2. Indirectly: A role, group, or territory will be added to a group, which the user will belong to.
When you want to get a consolidated view of all the users who're currently members of a group, you can make use of the View Users option. This lets you view all users in the group regardless of how they've been added.

To view all users in a group
  1. Navigate to Setup > General > Users.
  2. Select the Groups tab.
  3. Click the group whose users you wish to view.
  4. Click the three dots button and select View Users.
  5. A popup will appear with the list of all users in the group.
Note
If you try to view all users immediately after creating a group, there may be a slight delay in populating the list.

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 > General > Users > Groups.
  2. Click the three dots on the group you want to delete.
  3. Click the Delete button.

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 > Security Control > Roles and Sharing > Data Sharing Settings.
  2. In the Data Sharing Rules Settings page, setup sharing rules for each module. See Also Data sharing Rules 
  3. Click Save.
SEE ALSO

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