How to Share an Entity in Kylas CRM

Kylas CRM allows users to share specific records (entities) like Leads, Deals, Contacts, and Companies, Contacts, Tasks, Meetings with other users or teams. This facilitates collaboration while maintaining control and Quotations can be sent through emails access levels. You can either selectively grant access using the Share button or share via Notes, depending on the context and access needs. 

Prerequisites

1. You are logged into your Kylas CRM account.
   
2. You have permission to view and share the entity in question. 
   
3. You’ve verified that the recipient's Profile Permission includes access types like Read, Reshare, Comment, etc. 
   

Table of Contents

1. What Is Entity Sharing?
2. Methods to Share an Entity
3. Step-by-Step: Sharing via Share Button
4. Step-by-Step: Sharing via Notes
5. Key Differences Between the Two Methods
6. Use Cases
7. Limitations
8. Best Practices

What Is Entity Sharing? 

Entity sharing refers to the ability to allow other CRM users or teams access to specific records. This is especially useful in multi-functional environments where data needs to be shared across departments or hierarchies securely. 

Methods to Share an Entity

Kylas CRM offers two methods to share records:

1. Via Share Button – Allows fine-grained control over access levels such as Read, Comment, Reshare, etc. 
2. Via Notes – Shares the entity automatically when you mention a user in a note; the access level depends on profile permissions. 
   

Step-by-Step: Sharing via Share Button

Step 1: Go to the Record 

Navigate to the Lead, Deal, or other entity you want to share.  

 Step 2: Click the Dropdown Arrow  

On the top-right (blue action button), click the dropdown arrow. Step 3: Select "Share"  

Click on the Share option from the menu. 

(for sharing Leads Entity refer above snapshot which is similar for Deal, Contact and Company)

(Refer above Snapshots are for  sharing Meetings Entity)

(Refer above Snapshot is for  sharing Task)

(Quotation can be sent through email to the  lead or the contact present on your platform with valid email id ,else enter a valid email id for sending email )

 Step 3: Choose User or Team  

Select whether you want to share with an individual User or a Team.  

Step 4: Assign Access Permissions  

Grant specific access such as Read, Update, Note, Meeting, Email, Call, Conversation, Documents according to your preference.

 Step 6: Click Share  

Click the Share button to complete the process.

Note: Before sharing, ensure the user's Profile Permission supports the access types you’re assigning (e.g.,from special access: Reshare,from Basic access : Read ). If not, the sharing won't reflect properly. 

Step-by-Step: Sharing via Notes

Step 1: Go to the Record 

Open the entity you wish to share.  

Step 2: Navigate to Productivity Tools 

From the right-hand panel, select Notes.

Step 3: Mention the User  

Use @mention to tag the user (e.g., @rohan shah). 

Step 4:Add a Note

Write your message and click Add.

When sharing via Notes, the user automatically gets access to the entity based on their Profile Permission. No additional access control is available at this step.

Key Differences Between the Two Methods

Feature	Share Button	Notes Mention
Access Control	Customizable (Read, Edit, Reshare, etc.)	Based on profile permissions only
User Notification	Yes	Yes
Permission Override	Partial (if user’s profile allows it)	No
Audit Trail / Notes	No	Yes
Preferred Use	Controlled visibility	Quick collaboration or communication

Use Cases

Scenario	Recommended Method	Why?
Sharing a deal for feedback	Share Button	Provide limited access (e.g., Read + Comment only)
Escalating a lead to the sales manager	Share Button	Gives access without full control over record
Cross-team collaboration on opportunity	Notes	Quick context-sharing with audit trail
Assigning a task related to a lead	Notes	Automatically shares entity when user is mentioned
Sharing a record temporarily	Share Button	You can revoke or modify access at any time

Limitations

1. Notes-based sharing provides no control over what access is given.
2. Users with insufficient profile permissions may not be able to view shared records even after being shared

Best Practices

Best Practices	Reasons
Always review profile permissions before sharing	Prevents sharing errors and visibility issues
Use Share Button for formal, permission-specific access	Ensures only intended access is granted
Use Notes for quick collaboration or context updates	Enables seamless communication along with record sharing
Maintain consistency in sharing workflows	Ensures team alignment and better CRM data hygiene
Regularly audit shared records	Prevents unauthorized or outdated access

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