Published at: 2025-10-30

Common Business Operations

1. Edit

  • Business scenario: Edit business records.

  • Entry point: On the detail page of the business object.

  • Additional permissions for object operations

Object Conditions Permissions
Account Status is “Assigned” or “Reported”, and approval status is not “In Progress” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Contact Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Leads Status is “Unassigned”, “Pending”, “In Progress” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Opportunity Status is “In Progress”, “Won”, “Deal Lost” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Visit Status is “Not Completed” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Sales Order Status is “Confirming” and “first confirmer not yet confirmed”, “Rejected”, or “Withdrawn” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, Order Administrator, Order Finance
Sales Order Status is “Confirming” Current approver in the workflow, Order Administrator, Order Finance
Sales Order Status is “Confirmed”, “Shipped”, “Received” Order Administrator, Order Finance
Return Order Status is “Confirming” and “first confirmer not yet confirmed”, “Rejected”, or “Withdrawn” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, Order Administrator, Order Finance
Return Order Status is “Confirming” Current approver in the workflow, Order Administrator, Order Finance
Return Order Status is “Confirmed”, “Shipped”, “Received” Order Administrator, Order Finance
Payment Collection Status is “Unpaid”, “Rejected” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, Payment Finance
Payment Collection Status is “Paid” Payment Finance
Refund Status is “Unrefunded”, “Rejected” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, Refund Finance
Refund Status is “Refunded” Refund Finance
Products Status is “Published” or “Unpublished” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Contract Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Quotation Request (Invoicing Application) Status is “Not Invoiced”, “Rejected” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Quotation Request (Invoicing Application) Status is “Invoiced” Invoicing Finance
Campaign Status is “Planned”, “In Progress”, “Finished” or “Terminated” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager

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  • Entry point: On object list page and detail page.

  • Additional permissions for object operations

Object Conditions Permissions
Account Not in Account Pool, and status is “Inactive”, “Reported”, “Unassigned” or “Assigned” Record owner, owner’s manager, user with shared data “Read/Write” permission
Contact Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission
Leads Status is “Pending”, “In Progress” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission
Opportunity Status is “In Progress”, “Won”, “Deal Lost” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission
Sales Order Status is “Confirming”, “Rejected”, “Withdrawn”, “Confirmed”, “Shipped” or “Received” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Order Administrator, or Order Finance
Return Order Status is “Confirming”, “Rejected”, “Withdrawn” or “Confirmed” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Order Administrator
Payment Collection Status is “Unpaid”, “Rejected” or “Paid” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Payment Finance
Refund Status is “Unrefunded”, “Rejected” or “Refunded” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Refund Finance
Products Status is “Published” or “Unpublished” Record owner, owner’s manager, user with shared data “Read/Write” permission
Quotation Request (Invoicing Application) Status is “Not Invoiced”, “Rejected” or “Invoiced” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Invoicing Finance
Campaign Status is “Planned”, “In Progress”, “Finished” or “Terminated” Record owner, owner’s manager, user with shared data “Read/Write” permission

Note: “Order Finance” in Sales Order, “Payment Finance” in Payment Collection and “Refund Finance” in Refund are system preset Roles. The system configures default permissions for the “Change Owner” operation under these objects. If you remove these preset roles’ operation permissions, the ability to change the owner will be lost.

2. Change Owner

  • Business scenario: The owner is the primary person responsible for a record in each module. When ownership changes or the current owner no longer follows up the record, you can change the owner.

  • Operation notes:

    • Change owner to: select a new owner. Only one user can be selected.

    • Remove from Related Teams: the original owner will no longer have access to this record.

    • Convert to a regular team member: add the original owner into the Related Teams as a member.

      • Permissions: You can assign data permissions to the team member. “Read Only” means the member can only view the record. “Read/Write” allows editing and operations on the record.

      • Team Role: Assign a Role to the team member. Configure role operation permissions in CRM Management → Feature Permission Management.

    (Note: Available team roles vary between module objects.)

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  • Entry point: On object list page and detail page.

  • Additional permissions for object operations

Object Conditions Permissions
Account Status is “Inactive”, “Reported”, “Unassigned” or “Assigned” and not in Account Pool Record owner, owner’s manager, user with shared data “Read/Write” permission
Contact Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission
Leads Status is “Pending”, “In Progress” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission
Opportunity Status is “In Progress”, “Won”, “Deal Lost” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission
Sales Order Status is any of “Confirming”, “Rejected”, “Withdrawn”, “Confirmed”, “Shipped” or “Received” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Order Administrator, or Order Finance
Return Order Status is any of “Confirming”, “Rejected”, “Withdrawn” or “Confirmed” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Order Administrator
Payment Collection Status is any of “Unpaid”, “Rejected” or “Paid” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Payment Finance
Refund Status is any of “Unrefunded”, “Rejected” or “Refunded” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Refund Finance
Products Status is “Published” or “Unpublished” Record owner, owner’s manager, user with shared data “Read/Write” permission
Quotation Request (Invoicing Application) Status is “Not Invoiced”, “Rejected” or “Invoiced” Record owner, owner’s manager, user with shared data “Read/Write” permission, or Invoicing Finance
Campaign Status is “Planned”, “In Progress”, “Finished” or “Terminated” Record owner, owner’s manager, user with shared data “Read/Write” permission

  • Business scenario: Add team members associated with a record. For example, following an Account may involve sales reps, sales assistants, pre-sales designers, etc. Add these people to the Account’s Related Teams so they can view or act on related tasks. You can assign separate data permissions and Roles to each team member to manage access securely. For example, an Account’s Related Teams may include after-sales staff or co-owners responsible respectively for support and viewing related object data.

  • Operation notes:

    • Permissions: Assign data permission for each team member: “Read Only” (view only) or “Read/Write” (edit and operate).

    • Team Role: Assign a Role to the team member. Configure role operation permissions in CRM Management → Feature Permission Management.

    • Add to other Related Teams: When adding team members to Account or Opportunity, you can choose to add the member to the specified object’s team as well.

  • Entry point: On object list page or detail page, under the “Related Teams” tab.

  • Additional permissions for object operations

Object Conditions Permissions
Account Status is “Inactive”, “Reported” or “Assigned” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Contact Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Leads Status is “Pending”, “In Progress” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Opportunity Status is “In Progress”, “Won”, “Deal Lost” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Sales Order Status is “Confirming”, “Rejected”, “Withdrawn”, “Confirmed”, “Shipped” or “Received” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Return Order Status is “Confirming”, “Rejected”, “Withdrawn” or “Confirmed” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Payment Collection Status is “Unpaid”, “Rejected” or “Paid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Refund Status is “Unrefunded”, “Rejected” or “Refunded” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Products Status is “Published” or “Unpublished” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Quotation Request (Invoicing Application) Status is “Not Invoiced”, “Rejected” or “Invoiced” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Campaign Status is “Planned”, “In Progress”, “Finished” or “Terminated” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager

4. Void

  • Business scenario: When a record becomes invalid you can void it. Voided records are visible only to CRM administrators. CRM administrators can restore or delete voided records.

    • All voided data moves to CRM Management → Recycle Bin. CRM administrators can “Restore” or “Delete” them.

    • Voided data does not count in statistics for non-admin users; CRM administrators’ reports include voided data.

  • Entry point: On object list page and detail page.

  • Additional permissions for object operations

Object Conditions Permissions
Account Status is “Inactive”, “Reported”, “Unassigned” or “Assigned” Record owner, owner’s manager
Contact Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Leads Status is “Pending”, “In Progress” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Opportunity Status is “In Progress”, “Won”, “Deal Lost” or “Invalid” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Visit Status is “Not Completed” or “Completed” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Sales Order Status is “Rejected” or “Withdrawn” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, or Order Administrator, or Order Finance
Sales Order Status is “Confirmed”, “Shipped” or “Received” User with shared data “Read/Write” permission, or Order Administrator, or Order Finance
Return Order Status is “Rejected” or “Withdrawn” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, or Order Administrator, or Order Finance
Return Order Status is “Confirmed” User with shared data “Read/Write” permission, or Order Administrator, or Order Finance
Payment Collection Status is “Unpaid”, “Rejected” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, or Payment Finance
Payment Collection Status is “Paid” User with shared data “Read/Write” permission, or Payment Finance
Refund Status is “Unrefunded”, “Rejected” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, or Refund Finance
Refund Status is “Refunded” User with shared data “Read/Write” permission, or Refund Finance
Products Status is “Unpublished” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Quotation Request (Invoicing Application) Status is “Not Invoiced”, “Rejected” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager, or Invoicing Finance
Quotation Request (Invoicing Application) Status is “Invoiced” User with shared data “Read/Write” permission, or Invoicing Finance
Campaign Status is “Planned”, “In Progress”, “Finished” or “Terminated” Record owner, owner’s manager, user with shared data “Read/Write” permission, Related Teams member with “Read/Write” permission and that team member’s manager
Competitor Status is “Active” Record owner, owner’s manager, user with shared data “Read/Write” permission

5. Restore

  • Business scenario: Restore voided records to their pre-void state. Restoring Sales Orders, Payment Collection amounts, etc., will re-calculate amounts and restore related Reports. Only CRM administrators can perform restore.

  • Entry point: On object detail page, CRM Management → Recycle Bin.

  • Special notes:

    • When restoring voided Payment Collection, Refund, Quotation Request (Invoicing Application), or Return Order records, the system validates whether the associated Sales Order is voided or deleted. If the Sales Order is voided or deleted, the current record cannot be restored.

7. Delete

  • Business scenario: Permanently delete voided records. Only CRM administrators can delete. Deleted data cannot be recovered.

  • Entry point: On object detail page, CRM Management → Recycle Bin.

8. Forward

  • Business scenario: Forward a business record to Chats for discussion. For example, forward a Sales Order record to discuss a customer’s product-related issue and propose a solution.

  • Permission note: Visibility of the forwarded record to members in the Chat depends on CRM data permissions. If a member doesn’t have access to the forwarded record, they cannot open the detail page and only see the message card in Chats.

  • Entry point: On object detail page.

  • View: When you forward a record, the system posts a card in the selected Chats conversation(s) showing the record as a card based on the recipients you chose.

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9. Calendar

  • Business scenario: Create a Calendar event for tasks related to a business record to remind involved participants. Created events also appear in the ShareCRM Office product under “Calendar”, and can be seen in “CRM Info” and the record’s “Sales Activities”. Example: create an event on an Opportunity: “Confirm quotation with customer next Monday.”

  • Permission note: Whether participants can see the associated record depends on CRM data permissions.

  • Entry point: On object detail page.

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10. Print

  • Business scenario: Print business records using selectable print templates. Administrators can configure print templates for objects in the backend.

  • Entry point: On object detail page.

11. Reminder

  • Business scenario: Add reminders for a business record, set reminder times and notify relevant users. For example, remind yourself or others to call back about a Sales Order.

  • Entry point: On object detail page.

12. Call

  • Business scenario: This feature is mobile-only. If an object has a phone field or a custom field of type “Phone”, you can tap to call directly.

  • Entry point: On object detail page.

  • Note: When a user calls directly from an object’s phone field, the system automatically creates and links a Sales Activity record to that object.

13. Email

  • Business scenario: This feature is mobile-supported. If an object has an email field or a custom field of type “Email”, you can send emails from within the object.

  • Entry point:
    • Web: Leads, Account, Contact list and detail pages.
    • Mobile: Object detail page.
  • Bulk email:
    • You can send bulk emails using templates from Leads, Account, Contact list pages.
    • Per-send limit: up to 50 recipients.
    • You can preview and edit recipients on the confirmation page.
    • When sending bulk emails using a template, template variables display as parameters on the compose page and will be instantiated with record data at send time.
  • Note: You must bind an email account before using the email feature.

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14. Import

  • Business scenario: Bulk add object records via Excel. For example, import many Leads gathered from a campaign. There are two supported import methods:
    • Quick Import: up to 1,000 records, file size limit 2 MB.
    • Import Tool: supports up to 300,000 records. Large imports run in the background; system notifies relevant users when complete.
  • Quick Import steps:
    1. Download template. Do not modify the header; the template is generated from object field configuration.
    2. Upload the import file.
    3. Import. If the system detects duplicates or format errors, it flags them; you can correct flagged rows or choose to submit only valid rows.

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15. Export

  • Business scenario: Export business data to Excel. The export source is the current list view (the selected scene) or the list filtered by your conditions. Account objects also support exporting Sales Activities.

  • Entry point: On object list page.

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