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Sales CRM · Feature guide

Share, retire and restore macro definitions

Control reusable routine availability while preserving existing permissions and execution history.

Audience: authorised staffPermission: Creator access plus Sales CRM Edit and bulk-change permissions; administrator status to share or restore a shared definitionReviewed 30 October 2026
Where to goSales CRM → Sales actions

Before you start

Use your own authorised staff account in the intended Britixo workspace. The Sales CRM module must be available and your role must include the permissions stated above. Existing leads, customers, communications and customer portal pages retain their normal access rules.

Follow these steps

  1. Create or edit your own active macro. Administrators can choose Only me or All Sales CRM viewers.
  2. Save and check the Your sales action or Shared sales action label on the macro card.
  3. To stop new use, choose Retire on your macro card.
  4. Enable Include my retired macros to find retained definitions.
  5. Choose Restore when the routine should become available again, then inspect its current actions.

Behavior and limits

  • Private definitions are visible only to their creator. Active shared definitions are visible to existing Sales CRM viewers.
  • Sharing a definition does not change staff roles, record visibility, native customer/lead access or the permissions needed to execute changes.
  • Recipients can inspect and run an available shared macro on records they are already authorized to change. They cannot edit, retire or restore another user’s definition.
  • Only administrators may create a globally shared definition or restore a retained shared definition. If administrator access was removed, its creator can still retire it using the normal macro permissions.
  • At most 100 shared definitions may be active across the application. Retire or unshare an active definition before adding another at that limit. Each creator’s 50-definition limit includes retired definitions.
  • Retirement preserves the definition and execution history. It does not undo completed field changes or delete reminders created by prior runs.
  • Retirement, restoration and edits change the definition version when a state change is made. Unprocessed work from an older run must still pass the current-definition check and may be blocked.
  • There is no permanent-delete action for macro definitions. A stale state-change form must be refreshed before another change.

Check it worked

  • Confirm retired definitions disappear from the default library and remain under Include my retired macros for their creator.
  • After restoration, confirm the current definition appears and can be previewed before a new run.
  • Verify that shared recipients retain their own record/action permissions.

Troubleshooting

  • If a shared macro disappears, its creator may have retired it or changed its sharing setting.
  • If Restore is rejected for a shared definition, check administrator eligibility and the active shared-definition limit.
  • If a definition changed during your action, refresh the library and reopen its current version.
  • To undo a completed business change, review the affected opportunity and use its normal edit/activity controls; retiring the definition does not reverse earlier runs.