Share Records

Purpose

To share a record with other users in the organization.

Request URL

https://www.zohoapis.com/crm/v2/{module_api_name}/{record_id}/actions/share

Request Method

POST

Scope

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

Possible module names	Possible operation types
leads, accounts, contacts, deals, campaigns, cases, solutions, products, vendors, pricebooks, quotes, salesorders, purchaseorders, invoices, and custom.	ALL - Full access to the records 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> Under Users and Control> Choose Security Control> Choose the profile> Under 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.

Request JSON

Attribute

Data Type

Mandatory

Description

share Show properties

JSON array

Yes

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

Attribute	Data Type	Mandatory	Description
user	JSON object	Yes	Represents the ID of the user with whom you want to share the record.
share_related_records	Boolean	No	Represents if you want to share the related records also with the user. true - share related records along with the record. false - Do not share related records. This is the default value.
permission	String	No	Represents the access permission you want to give the user for that record. 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.

Possible Errors

HTTP Status	Error Code	Message	Reason
401	OAUTH_SCOPE_MISMATCH	invalid oauth scope to access this URL	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.
404	INVALID_URL_PATTERN	Please check if the URL trying to access is a correct one.	The URL given has syntactical errors.
403	INVALID_DATA	ENTITY_ID_INVALID	The record ID given in the URL is either invalid (or) does not belong to the module mentioned.
200	INVALID_DATA	Permission is invalid	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.
200	INVALID_DATA	record is already visible to the user.	The record is already accessible to the user. You can share the record only if the user cannot access it.
403	SHARE_LIMIT_EXCEEDED	Cannot share a record to more than 10 users.	The record you are trying to share has already been shared with 10 users.

Sample Request

Copiedcurl "https://www.zohoapis.com/crm/v2?Contacts/4150868000001176057/actions/share"
-X POST
-H "Authorization: Zoho-oauthtoken 1000.8cb99dxxxxxxxxxxxxx9be93.9b8xxxxxxxxxxxxxxxf"
-d "@input.json"

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

Sample Input

Copied{
  "share": [
    {
      "user": {
        "id": "4150868000001174048"
      },
      "share_related_records": true,
      "permission": "full_access"
    },
    {
      "user": {
        "id": "4150868000001199001"
      },
      "share_related_records": true,
      "permission": "read_only"
    }
  ]
}

Sample Response

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