Share Records

Purpose

To share a record with other users, groups, and roles in the organization.

Endpoints

POST /{module_api_name}/{record_id}/actions/share

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}
(or)
scope = ZohoCRM.share.all

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, 5 groups, and 5 roles.
Once the record gets shared successfully, the user who initiated the share operation can be notified via email.
The user can update the shared records using the PUT method. To know more, refer to Update Records.

Sample Request

Curl Deluge

Copiedcurl "https://www.zohoapis.com/crm/v6/Leads/3652397000001970045/actions/share"
-X POST
-H "Authorization: Zoho-oauthtoken 1000.8cb99dxxxxxxxxxxxxx9be93.9b8xxxxxxxxxxxxxxxf"
-d "@input.json"

Copieduser1 = Map();
user1.put("user", {"id":"3652397000001970045"});
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/v6/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.

InputJSON Keys

shareJSON array, mandatory
Each JSON object represents the set of users, roles, or groups with whom you want to share the record.

share Properties

shared_withJSON object, mandatory
- type(string, mandatory) - Represents whether you want to share the record with users, groups, or roles. The possible values are users, groups, and roles.
- id(string, mandatory) - The ID of the user, group, or role you want to share the record with.
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, mandatory
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 when sharing a record privately ("type" : "private"), the share_with JSON object key is mandatory.
notify_shared_membersboolean, optional
Specifies whether to send notifications to all members with whom the record is shared.
Possible values:
true - Notifies the user.
false - Does not notify the user.
Default value: false
notify_on_completionboolean, optional
Indicates if an email notification should be sent to the owner once the record share action is completed..
Possible values:
true - Notifies the owner.
false - Does not notify the owner.
Default value: true

Sample Input

Copied{
    "share": [
        {
            "shared_with": {
                "id": "5725767000002350003",
                "type": "roles"
            },
            "share_related_records": false,
            "permission": "full_access",
            "type": "private"
        },
        {
            "shared_with": {
                "id": "5725767000002868044",
                "type": "groups"
            },
            "share_related_records": false,
            "permission": "full_access",
            "type": "private"
        },
        {
            "shared_with": {
                "id": "5725767000002868058",
                "type": "roles"
            },
            "share_related_records": false,
            "permission": "full_access",
            "type": "private"
        },
        {
            "shared_with": {
                "id": "5725767000002868072",
                "type": "users"
            },
            "share_related_records": false,
            "permission": "full_access",
            "type": "private"
        },
        {
            "shared_with": {
                "id": "5725767000002868086",
                "type": "groups"
            },
            "share_related_records": false,
            "permission": "full_access",
            "type": "private"
        }
        
    ],
    "notify_shared_members": false,
    "notify_on_completion": true
}

Possible Errors

INVALID_DATAHTTP 400
ENTITY_ID_INVALID
Resolution: The record ID given in the URL is either invalid
(or)
does not belong to the module mentioned.
INVALID_DATAHTTP 400
invalid data
Resolution: The value given in the "permission" key seems to be invalid. Specify a valid data. The supported values are : full_access, read_only, or read_write.
INVALID_DATAHTTP 400
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.
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.
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.
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.
CANNOT_PROCESSHTTP 400
Scheduler is running
Resolution: The record in the request has already been scheduled for sharing. Please try again later.
MANDATORY_NOT_FOUNDHTTP 400
Mandatory fields missing
Resolution: One or more mandatory fields are missing. Specify all the mandatory fields in the input. Refer to the 'Input JSON Keys' section above.
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.
LIMIT_EXCEEDEDHTTP 403
The record sharing limit has been reached
Resolution: Please share the record within the specified limits. You can share a record with up to 10 users, 5 groups, and 5 roles.
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.
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.
INVALID_URL_PATTERNHTTP 404
Please check if the URL trying to access is a correct one.
Resolution: The URL given has syntactical errors.
INTERNAL_ERRORHTTP 500
Internal Server Error
Resolution: Unexpected and unhandled exception in Server. Contact support team.

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