Your Data, Shared on Your Terms
Not every record should be visible to everyone. Data Share Policies give you precise control over who can see each record in your CRM — without complex permission setups or IT involvement. Define the rule once, the system enforces it everywhere.
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The wrong people seeing the wrong data causes real problems
Sales teams deal with sensitive information — prospect relationships, deal sizes, account history. When that data is visible to the wrong people, it creates friction: reps stepping on each other's deals, managers seeing data they shouldn't, or strategic accounts exposed across the whole team.
Data Share Policies let you set the right visibility for every record, so each person sees exactly what they need to do their job — and nothing more.
Set It Once. Enforced Everywhere.
No manual lists. No role configurations. The system checks the policy on every access — automatically.
Record Created
A lead, deal, or account is added to the CRM
Policy Attached
The share policy is set on the record at creation
Access Checked
Every access point checks the policy instantly
Visible
Policy allows access
Hidden
Policy restricts access
Pick the Level That Fits the Record
Four options. One dropdown. Change it any time — the new policy takes effect immediately.
All users in your organization
Company Wide
Any user in your CRM can see this record. Best for shared resources like company accounts or common leads that the whole team needs access to.
All users in the same team
Team Based
Any user in the same team as the owner can see this record. Broader than Owner and Team — covers the full team regardless of who owns the record.
Just the record owner
Owner Only
The record is visible only to the person who owns it. No one else on the team can see it in list views, search, or reports.
Owner + their direct team members
Owner and Team
The record is visible to the owner and the members of their direct team. Useful for deals that need collaborative visibility without opening them to the whole company.
Works Across Every Major Entity
Share policies are available on every core record type in your CRM — not just leads.
Configure the default policy for your organization
Data share policies are set once at the organization level — not per record. Go to Settings, choose the default policy for each entity type, and that rule applies to every record of that type across your entire CRM.
- Configured once in Settings, applied everywhere
- Set a different default policy per entity type
- No per-record configuration needed
Change it whenever your needs change
Your visibility requirements may evolve as your team grows or your processes change. Update the default policy for any entity type at any time — the new rule takes effect immediately across all existing and future records.
- Update the policy for any entity type in Settings
- Change takes effect immediately across all records
- No migration or manual updates needed
Rely on it without thinking about it
Policies are enforced automatically at every access point — list views, detail pages, search results, reports, and exports. You don't need to remember to apply them; the system does it for you.
- Enforced on list views, detail pages, and search
- Reports only include records the user can see
- No manual gatekeeping by admins needed
The Benefit in Plain Terms
See exactly what changes when every record has a share policy.
Without Data Share Policies
With Data Share Policies
Everyone can see everything by default
Each record has the right visibility level
Reps accidentally access each other's deals
Owner-only records stay completely private
No control over sensitive account data
Share with team or whole company as needed
Manual workarounds to restrict visibility
One dropdown, enforced automatically
The right data,
in the right hands — always.
Set visibility rules once and let the system enforce them everywhere — across every record, team, and role. Zero manual effort.
- Role-based access that updates automatically
- Granular per-record visibility controls
- Audit trail for every access change
James Davidson
james@acmecorp.com · Lead
Visibility Policy
Who can see this record?
Company Wide
Visible to everyone
Team Based
All users in the same team
Owner Only
Private to the owner
Owner & Team
Owner + their direct team