Share Records

Purpose

To share a record with other users in the organization.

Request Details

Request URL

{api-domain}/crm/{version}/{module_api_name}/{record_id}/actions/share

Supported modules

Leads, Accounts, Contacts, Deals, Campaigns, Cases, Solutions, Products, Vendors, Price Books, Quotes, Sales Orders, Purchase Orders, Invoices, and Custom.

Header

Authorization: Zoho-oauthtoken d92d4xxxxxxxxxxxxx15f52

Scope

scope=ZohoCRM.share.{module_name}.{operation_type}

Possible module names

leads, accounts, contacts, deals, campaigns, cases, solutions, products, vendors, pricebooks, quotes, salesorders, purchaseorders, invoices, and custom.

Possible operation types

ALL - Full access to the record
CREATE - Share records with other users in the organization

Note
  • The records can be shared to other users in the organization only if certain conditions are met. For simplicity, let us assume that User A shares a record with User B. Now, user A can share the record successfully only if:

    • User B is a confirmed and active user.

    • User B does not have access to that particular record.

    • User B has access to that particular module. For instance, to share a contact, user B must have access to the Contacts module.

  • You cannot share the records in Activities module and Linking module directly. They can be shared as related lists.

  • The users who have profiles with share permission can share any records that they have access to, except the records that are shared to them. To check the same, go to Setup> Users and Control> Security Control> Choose the profile> Tool Permissions. Check if 'share' is enabled. It is enabled by default for Standard and Administrator Profiles.

  • The details of the records that form many to many relationships (with multi-select lookup) cannot be shared.

  • A record can be shared only with 10 users.

  • Once the record gets shared successfully, the user who initiated the share operation will get notified via email.

  • The user can update the shared records using the PUT method. To know more, refer to Update Records.

Sample Request

Copiedcurl "https://www.zohoapis.com/crm/v3/Leads/3652397000001970045/actions/share"
-X POST
-H "Authorization: Zoho-oauthtoken 1000.8cb99dxxxxxxxxxxxxx9be93.9b8xxxxxxxxxxxxxxxf"
-d "@input.json"
Copieduser1 = Map();
user1.put("user", {"id":"4150868000001174048"});
user1.put("share_related_records", true);
user1.put("permission", "full_access");

user2 = Map();
user2.put("user", {"id":"4150868000001199001"});
user2.put("share_related_records", true);
user2.put("permission", "read_only");

usersList = List();
usersList.add(user1);
usersList.add(user2);

params = Map();
params.put("share", usersList);

response = invokeurl
[
	url :"https://www.zohoapis.com/crm/v3/Leads/692969000000981055/actions/share"
	type :POST
	parameters: params.toString()
	connection:"crm_oauth_connection"
];
info response;

In the request, "@input.json" contains the sample input data.

Request JSON

  • shareJSON array, mandatory

    The JSON object represents the set of users with whom you want to share the record. Each object in the array represents a user.

share Properties

  • userJSON object, mandatory

    Represents the ID of the user with whom you want to share the record.

  • share_related_recordsboolean, optional

    Represents if you want to share the related records also with the user.
    Possible values:
    true - Share related records along with the record.
    false - Do not share related records. This is the default value.

  • permissionstring, optional

    Represents the access permission you want to give the user for that record.
    Possible values:
    full_access- Allow the user full access to the record. This is the default value.
    read_only - Allow the user to only view the record.
    read_write - Allow the user to view and edit the record.

  • typestring, mandatory

    Represents if the record is shared publicly (to all the users in the org) or privately (to a specific user in the org). The possible values are public and private. Note that you cannot share a record publicly to a specific user. So, when the value is "public", you need not include the "user" object in the input.

Sample Input

Copied{
    "share": [
        {
            "user": {
                "id": "3652397000001460001"
            },
            "share_related_records": true,
            "permission": "read_only",
            "type": "private"
        }
    ],
    "notify": true
}

Possible Errors

  • OAUTH_SCOPE_MISMATCHHTTP 401

    invalid oauth scope to access this URL
    Resolution: The client does not have the scope to ZohoCRM.share.{module_name}.CREATE
    (or)
    The module name given in the URL is either Events, Calls, Tasks or any Linking module.
    (or)
    The module name given in the URL is invalid.

  • INVALID_URL_PATTERNHTTP 404

    Please check if the URL trying to access is a correct one.
    Resolution: The URL given has syntactical errors.

  • INVALID_DATAHTTP 403

    ENTITY_ID_INVALID
    Resolution: The record ID given in the URL is either invalid
    (or)
    does not belong to the module mentioned.

  • INVALID_DATAHTTP 200

    Permission is invalid
    Resolution: The value given in permission is not one of: full_access, read_only, or read_write.
    (or)
    The user does not have permission to access that particular module.

  • INVALID_DATAHTTP 200

    record is already visible to the user.
    Resolution: The record is already accessible to the user. You can share the record only if the user cannot access it.

  • SHARE_LIMIT_EXCEEDEDHTTP 403

    Cannot share a record to more than 10 users.
    Resolution: The record you are trying to share has already been shared with 10 users.

  • NO_PERMISSIONHTTP 403

    Permission denied to share records
    Resolution: The user does not have permission to share a record with other users in the organization. Contact your system administrator.

  • INTERNAL_ERRORHTTP 500

    Internal Server Error
    Resolution: Unexpected and unhandled exception in Server. Contact support team.

  • INVALID_REQUEST_METHODHTTP 400

    The http request method type is not a valid one
    Resolution: You have specified an invalid HTTP method to access the API URL. Specify a valid request method. Refer to endpoints section above.

  • AUTHORIZATION_FAILEDHTTP 400

    User does not have sufficient privilege to share records
    Resolution: The user does not have the permission to share a record with other users in the organization. Contact your system administrator.

  • INVALID_MODULEHTTP 400

    The module name given seems to be invalid
    Resolution: You have specified an invalid module name or there is no tab permission, or the module could have been removed from the available modules. Specify a valid module API name.

  • INVALID_MODULEHTTP 400

    The given module is not supported in API
    Resolution: The modules such as Documents and Projects are not supported in the current API. (This error will not be shown, once these modules are been supported). Specify a valid module API name.

  • INVALID_DATAHTTP 400

    cannot share to the user
    Resolution: The record you are trying to share is already visible to the user.

  • INVALID_DATAHTTP 400

    Either the value for "permission" or the "type" key is incorrect.
    Resolution: The "json_path" key in the response gives the details of the incorrect keys. Pass valid values for these keys.

  • AMBIGUITY_DURING_PROCESSINGHTTP 400

    For public sharing, more than one json object is given
    Resolution: When you share a record and make it public, you must include only one JSON object in the input with the keys "type", "permission", and "share_related_records". You cannot make a record publicly available and share it to specific users.

  • NOT_ALLOWEDHTTP 403

    Feeds is not enabled for this org
    Resolution: You cannot notify the users when you have removed "Feeds" from "Organize Modules". Add "Feeds" to "Organize Modules" to notify users when you share a record.

Sample Response

Copied{
    "share": [
        {
            "code": "SUCCESS",
            "details": {},
            "message": "record will be shared successfully",
            "status": "success"
        }
    ]
}