Sharing & Permissions

Coherence provides flexible permission controls to ensure the right people have access to the right data.

Permission Levels

Workspace Roles

Every user has a workspace-level role that defines their base permissions:

Role	Description
Owner	Full access to everything, including billing and user management
Admin	Can manage users, modules, and settings. Cannot access billing
Member	Standard access to workspace data based on module permissions
Guest	Limited access to specific modules or records only

Module Permissions

Each module can have its own permission settings:

Permission	What it allows
View	See records and data
Create	Add new records
Edit	Modify existing records
Delete	Remove records
Manage	Configure module settings and fields

Access Levels

Public Modules

All workspace members can access public modules according to their role permissions.

Best for shared data like Contacts and Companies
Everyone can view, but edit permissions may vary

Private Modules

Only specified users or teams can access private modules.

Best for sensitive data like HR records or financials
You control exactly who has access

Share individual records with specific users or teams.

Useful for one-off sharing needs
Recipients get view access by default

Teams

Creating Teams

Organize users into teams for easier permission management:

Go to Settings > Teams
Click Create Team
Name your team and add members
Assign module permissions to the team

Team Permissions

When you assign permissions to a team, all members inherit those permissions:

Sales Team
├── Leads: View, Create, Edit
├── Deals: View, Create, Edit, Delete
└── Contacts: View, Create, Edit

Use teams for department-based access. It's easier than managing individual user permissions.

Ownership

Record Ownership

Every record has an owner - the user responsible for that record.

Owners can:

Always view and edit their own records
Receive notifications about their records
Be used in automation conditions

Transferring Ownership

Transfer records when:

An employee leaves
Territories change
Workload needs rebalancing

To transfer:

Select the records to transfer
Click Actions > Transfer Ownership
Choose the new owner

Open the record
Click the Share button
Enter user names or emails
Set permission level (View or Edit)
Click Share

Follow the same process but select a team instead of individual users.

Create a shareable link for external access:

Open the record
Click Share > Create Link
Set expiration and permissions
Copy and send the link

Share links allow access without logging in. Use them carefully and set expiration dates for sensitive data.

Field-Level Permissions

Control which fields users can see or edit:

Sensitive Fields

Mark fields as sensitive to limit visibility:

Only owners and admins can see sensitive fields
Useful for salary, SSN, or confidential notes

Read-Only Fields

Make certain fields read-only for non-admins:

System fields that shouldn't be edited
Calculated or synced fields

Best Practices

Start restrictive - Begin with minimal permissions and expand as needed
Use teams - Easier to manage than individual permissions
Audit regularly - Review who has access periodically
Document policies - Create clear guidelines for your team

Next: Learn about Activity Feeds to track changes.