🔄 Data Sync & Sharing · Built Once, Used by All

The Enterprise Plan's core collaboration feature: views + email templates can be shared with team members, so nobody rebuilds the same thing.

🎯 3-tier sharing scope

Scope	Who can see / use	Best for
👤 Me	Only the creator	Testing / personal debugging
👥 My Department	All members of the same department	Department-wide assets (e.g. Sales pitch lines)
🏢 My Enterprise	The whole enterprise	Org-wide assets (e.g. customer service reply templates)

→ Auto-sync on edit to all users, no manual update needed.

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1. Filter Sync · View Sharing

1. Create a shareable view

Steps:

Step	Action
1️⃣	Go to 📚 Customer Management → [Contacts]
2️⃣	Top right → [Create View] → select [Create New View]
3️⃣	Enter the view name + select share target (Me / My Department / My Enterprise) → submit
4️⃣	Enter the new view, left side [Filter] → [Add Filter] to configure filters

Once created, enter the view to add filter conditions (e.g. "Country = United States" + "Tag = VIP"):

2. Sync someone else's view

As the recipient, use a view shared by someone else:

Step	Action
1️⃣	Go to 📚 Customer Management → [Contacts]
2️⃣	Top right → [Create View] → switch to the [Other Users' Views] tab
3️⃣	Check the views to sync → they automatically appear in your view list

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2. Email Template Sync · Template Sharing

1. Set the template share scope

Steps:

Step	Action
1️⃣	[Settings] → 📚 Email Templates
2️⃣	Click [New Template] or [Edit Existing Template]
3️⃣	At the bottom-left of the template content, click [Share Settings] → pick the share scope → confirm
4️⃣	Bottom-right [Save]

2. Use a shared template

As the recipient, use a template shared by someone else:

Step	Action
1️⃣	[Settings] → 📚 Email Templates
2️⃣	The template list shows everything shared with you — click the view icon on the right to use it

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📋 Pitfalls Roundup

Pitfall	Consequence	How to avoid
🔴 Shared to "My Enterprise" but others can't see it	Collaboration fails	Check whether the recipient's Permission Control includes "view shared views / templates"
🔴 Shared template edited without announcement	Team is still using the old version	When changing key shared content, announce in the group
🟡 Sloppy naming ("test / temp")	Colleagues can't tell what it's for	Use the convention [Department]_[Purpose]_[Version]
🟡 Sharing work-in-progress views / templates	Team uses immature content for outreach	Set to "Me" first to iterate, raise the scope when mature
🟡 Stale content not cleaned	Shared list gets cluttered	Quarterly cleanup: archive / delete the expired or unused

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❓ FAQ

Q1 · Shared with "My Enterprise" but other members don't see it under "Other Users' Views"?

Check the recipient's role permissions:

• Admins have all permissions by default ✓
• Regular members need the admin to grant "view shared content" permission in Permission Control

Q2 · After I edit a shared template, do members see the new or old version?

The new version. Once saved, all synced members load the latest version the next time they use it — no resync needed.

Q3 · Can I restrict members to using a template but not modifying it?

✅ Yes. Templates can only be modified directly by the creator / admins with equivalent permissions. Others can only "view + use"; to modify, they need to create their own copy.

Q4 · Can I shrink the sharing scope?

✅ Yes. [Share Settings] can be changed any time:

• My Enterprise → My Department: people outside the department immediately lose access
• My Department → Me: all others lose access

But emails already sent based on this template are unaffected — only future access is affected.

Q5 · Is there any difference between view sharing and template sharing?

Dimension	👀 View Sharing	📝 Template Sharing
Entry	Contacts → Create View → Share Target	Email Templates → Share Settings
Share scope	Me / My Department / My Enterprise	Same 3 tiers
Edit sync	Real-time	Real-time
Purpose	Filter customers	Email content

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💡 Learning Tips

Principle	How
📐 Unified naming convention	[Department]_[Purpose]_[Version] (e.g. "Sales_InquiryReply_v2"), avoids confusion
🎚️ Tiered sharing	Testing → "Me"; department-wide → "My Department"; company-wide → "My Enterprise"
🧹 Periodic cleanup	Quarterly review the shared list — archive expired + delete unused to stay tidy
📢 Broadcast important edits	When you change a core shared template → drop a note in the team group
🚀 Share the highest-frequency stuff first	Prioritize sharing the most-used views / templates (e.g. cold-email main template / standard inquiry reply)
🔐 Pair with Permission Control	Whether the recipient can see shared content depends on their role configuration

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📚 Related Features

Topic	Link	Notes
🏷️ Tags & Views	contacts-tags-views	The basics of creating views
📝 Email Templates	email-templates	Creating templates and variable usage
👨‍💼 Team Members	member-management	Members are the recipients of shared content
🔑 Permission Control	permissions-management	Recipient permissions determine visibility
👥 Department Structure	department-management	Departments are the middle layer of 3-tier sharing

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