Share records across sites
Each site in your workspace sees the people it captured. A site in a consent group also sees the records of the group's other sites. Every other record is hidden from it, which is what keeps one agency client's CRM apart from another's.
To start every new record on All sites instead, a workspace owner or admin can change Default sharing for new records in the CRM's Settings. It covers new contacts, companies, deals and tasks, and changes nothing that already exists. It is separate from the defaults for new datasets and media files, which are set on the organization Data and Media pages.
When you run several brands and want one brand's team to work records another brand captured, a workspace owner or admin can share them. You can share a lead, a contact, a company or a deal:
- By hand: one record from its page, or a selection from the Leads or Contacts list.
- By a sharing rule: every record the rule matches, including the ones you already have and every one captured or changed later.
You can share with chosen sites or with All sites. All sites includes sites you add to the workspace later.
What a shared record looks like
On the site you shared it with, the record appears on the site's own CRM lists with a Shared by chip. The chip names the person who shared it, or the rule that did. The record's page has a Sharing card that lists where the record is visible and why:
- Held by: the sites that captured the record. Their visibility comes from the record itself, and sharing never removes it.
- Shared by hand: the site, who shared it and when. An owner or admin can stop sharing it in one click.
- Shared by a rule: the rule's name. To stop it, edit or delete the rule in Settings.
Unsharing removes only the visibility that the share added. If the site also holds the record (it captured the person itself), it keeps seeing it.
Share a record by hand
- Open the lead, contact, company or deal.
- In the Sharing card, choose Share with sites….
- Pick the sites, or All sites, including sites added later.
- Choose the access, then Share.
The record's Activity gets an entry that says who shared it and with which sites, and the workspace activity log records it too.
Several records at once
Select rows on the Leads or Contacts list and choose Share with sites… on the bar that appears. Up to 200 records are shared in one go.
Sharing rules
CRM → Settings → Sharing rules, at the organization level, lists your rules. Each rule has three parts:
| part | what you choose |
|---|---|
| Which records | Leads, contacts, companies or deals. You can limit it to records captured on certain sites, and add optional conditions: lead source, lead source direction (Inbound or Outbound), tags, campaign, status or lifecycle stage, and owner. |
| Shared with | Chosen sites, or all sites (including sites added later). |
| Access | Read-only, or read and edit. |
Conditions are combined with AND. Several values in one condition are combined with OR. A contact matches if any site that holds it recorded the value. A lead source direction is read through your lead source values' groups each time a record is checked, so moving a value to another group changes which records the rule matches from then on — a record already shared keeps its share until it is next saved or the rule is saved again.
When you save a rule, it is applied to the records you already have. The Status column shows the progress. Keep the page open until it says how many records changed. If the run stops, choose Resume from the rule's menu to continue where it stopped. From then on, every record captured or changed is checked against your rules as it is saved.
Switching a rule off keeps it and removes the visibility it granted. Deleting a rule removes only the visibility it granted. Records shared by hand, or by another rule, stay shared.
A workspace can have up to 20 sharing rules.
Access: read-only or read and edit
Read-only is the default. A site with read-only access can see the record, open its page, and add its own tasks, notes and activity to it. It cannot change the record itself or delete it.
Read and edit also lets the site's team change the record's fields. It still cannot delete a record that another site holds.
These limits apply to members who work on some of your sites. Owners, admins and members with access to every site can already see and change every record, as before.
Sharing is not consent
Sharing gives a site visibility of a record. It does not share the person's marketing consent. Consent stays with the sites the person gave it to. The consent disclosure names those brands, and sharing cannot widen it.
A site a record was shared with:
- cannot include the person in an email campaign, a list built by a rule, or a sequence, unless the person gave that site consent;
- can still send a one-to-one email from the record, under that site's own sending rules and its own suppression list.
Who can do this
Sharing, unsharing and sharing rules are for workspace owners and admins. Other members see the Sharing card and the chips, but no share buttons.
Sharing is part of the CRM, included from Starter. It is only useful with more than one site, and the number of sites is set by your plan.