Shared data modules

Before you start

• Create a module

Every module has a setting called Share data across users. It decides who gets to see the records in the module. The default is private, and it is the right choice for most modules.

Who sees a record by default?

In a module that is not shared, the rule is about who created the record:

• People see the records they created. Layla creates a purchase order and it shows in her list. Omar sees the purchase orders he creates.
• A permission can widen this to a team. If a person’s permission profile lets them view their subordinates’ data, they also see the records created by people below them in the org chart. A manager then sees the requests of the team.
• Administrators see all records.

This is the “own records plus my team” rule. It is how Beezr keeps leave requests, expense claims and similar records private to their owner and manager without any extra setup.

1. Record created
2. Creator recorded
3. Others filtered out
4. Team can be added

What does Share data across users change?

With the switch on, Beezr skips the “own records” rule for the module. Everyone who can open the module sees all of its records, not only their own and their team’s.

The switch is in the module’s settings, under Settings:

• when you create the module, on the New module dialog
• later, on Edit details in the card’s menu on the Modules page

The dialog says: “Everyone can see this module’s records, whatever their permissions.” A shared module shows a Shared tag on its card. A private one shows a lock.

Watch out

The switch widens who sees the records. Who may open the module at all still comes from the role’s permission profile. Test with a user who has a normal role before you rely on it.

When should a module be shared?

Share a module when its records are reference data that everyone reads, or when ownership does not matter.

Share it	Keep it private
Countries, currencies, product catalogue	Leave requests
Vendors that every buyer works with	Expense claims
Office locations, equipment types	Performance reviews
A company-wide announcement list	Anything with salary or personal data

A Vendors module is a good example of the choice. If every buyer needs to see every vendor, share it. If each buyer manages their own vendors, keep it private and let managers see their team.

Can I change my mind later?

Yes. Open Edit details and flip the switch. The change applies to the whole module at once and to every record, old and new, because the rule runs when records are listed. Set this switch on the duplicate to match the sharing you want. See Duplicate or delete a module.

Where do I go next?

To set up who belongs to which team, look at the org chart and roles under Account settings › Users & Security. To use the setting now, see Create a module.