Share

Overview

An application created in Zoho Creator can either be Public or Private. All Forms and Reports in a public application is accessible by public visitors. A private application can be accessed only if the owner of the application shares it with specific users. By default, an application created in Zoho Creator is private. The Share option under Settings displays the layout of the application on the left-side with the forms and reports arranged under each tab. The admin user or application owner can share the entire application or specific forms and reports with anyone who has Internet access and an email address. If the shared user holds an existing Zoho account with login ID as the shared email address he can just sign in to access the application. If the shared user does not own an existing Zoho account, the user has to sign up with the email address specified in the invitation email.

Access permissions

The application owner can control the access permissions of shared users using the Permissions option under Report Settings. Refer Access Permissions for more information on configuring the access permissions for users.

When a user adds or modifies a record in a shared application, the name of the user who added/modified the record and the time when it was added/modified will be automatically stored. This information will be displayed in the view, if the following columns are selected in Column Properties under Report Settings. Refer Display username and time for more information.

Share application

Zoho Creator enables the administrator to share the entire application or specific forms and reports from the Invite tab. The number of users with whom you can share the application depends on your subscription plan.

Share with individual users/groups

  1. Navigate to the Settings page.
  2. Click the Share tab. The Invite page appears.
  3. Select the required components from the Components Tree on the left-side of the Share in the Invite page. (Refer Levels of Sharing for more information.)
  4. Select the radio button Share with individual users/groups.
  5. Enter the user/user group email address under the to Share with users section on the right side. Or, click on the Select User/Select Groups button to select the intended recipient from the existing list. The users/user groups in your account will be listed as shown in the screen-shot given below.

The email addresses of the selected users/user groups will be listed in the Users or Groups text area as comma separated values. The Send Invitation check box will be selected by default. This will send an invitation email to the shared user with a link to access the application. Selecting the Edit emailcontent link displayed next to the Send Invitation check box allows you to customize the email content.

  1. Click on the Share button, to share the selected component with the users. The shared user details will be displayed in the Shared Details tab.

Share with all users in your domain (Domain Sharing)

This feature will enable the administrator to share his application with all users in his domain, with a single click.

Note

  • This feature has been deprecated for new accounts created after April 2014. We are currently working on migrating the old accounts to new ones. Please contact support@zohocreator.com for any clarifications.

To share with all domain users:

  1. Select the required component from the Components Tree on the left-side of the Invite page under Share. 
  2. Select the radio button Share with all users in my domain and click on Done. All user accounts whose email address ends with the admin domain name (the domain name used by the Zoho admin account), will be able to access the shared components in your application. For example, if the admin email id is "xxx@zoho.com", then all email ids ending with zoho.com will be able to access.
  3. When a domain user accesses the shared link he will be added to the Manage users list with active / inactive status, based on the pricing plan. If inactive, a message will be displayed informing the user to contact the application owner.

Make Public to all visitors over the web

The administrator can enable public access to the Forms, Reports and Pages in the application. To enable public access, refer the topic Publish Form, Reports and Pages.

Note

  • This feature has been deprecated for new accounts created after April 2014. We are currently working on migrating the old accounts to new ones. Please contact support@zohocreator.com for any clarifications.

Access a shared application

To access the shared application,

  1. Sign into Zoho Creator using your Zoho credentials. If you do not have a Zoho ID, create one using the email address to which the application was shared to. The Zoho Creator home page is displayed.
  2. Click on the Shared Applications link on the left pane. The applications that are shared with you will be listed.
  3. Click on the name of the required application to access it. Or, access the shared applications directly using the link that was sent to you via email by the owner of the application.

Shared details

The Shared Details tab displays the count of shared users and groups for each component with details and also provides option to unshare in bulk and re-invite users.

View shared details

  • The Shared Details tab displays the number of users and groups shared to each component.
  • You can click on the link displayed near each component to view the list of users, groups and domain users shared details.

Unshare in Bulk, Reinvite and Quick Invite

  • Unshare users in bulk or unshare selected users by selecting the Unshare link. The unshared users will be removed from the Shared details list and will not be able to access the shared component.
  • Re-invite users in bulk or re-invite selected users by selecting the Re-invite link. The invitation email will be sent to the selected users.
  • Use the Quick Invite option to share users, groups and domains directly from your Shared Details.

Manage users and groups

Manage users

On sharing an application with the end users, you will be including the users to your Zoho Creator account. As the administrator, you will be able to add new users, delete existing users, activate or deactivate users and change roles. Navigate to the Manage Users or User Groups page using the Manage Users and Manage Groups buttons in the Share tab. By default, a user will be added with role as User. If necessary, you can change the Role of an existing user to Developer or vice versa. To achieve this, click on the change link displayed next to the Role of a user.

Manage groups

The administrator can create and manage personal groups in the Manage Groups section under Setup. Navigate to this page using the Manage Groups button displayed in the Share tab.

Levels of sharing

Zoho Creator supports three levels of sharing an application with users.

You can:

  • share the entire application, which refers to all the forms and reports in an application
  • share a page, which refers to all the forms and reports configured in a specific page or tab
  • share selective forms and reports of an application

Application level sharing

Sharing an entire application enables the shared users to access all the forms and reports in the application. To share the entire application with users, select the Application name from the Component tree and share with users.

Page level sharing

You can organize the forms and reports in your application under sections/pages and configure page level sharing. Refer Customize Look and Feel to organize the layout of your application. To configure page level sharing, select the respective section/page from the Component tree and share with users. Shared users will be able to access all the forms and reports in the page/section.

Form/report level sharing

Sharing specific orms and reports in the application, enables the shared users to access only the specific form pr report. To configure form/report level sharing, select the respective form/report from the Component tree and share with users.

Edit permission to shared users

To allow a shared user to edit the application, please refer the following link.