You can enable multiple users to work on the same contact/account/deal using record teams.
For instance, in a company, a deal is closed in collaboration with multiple users such as account managers, sales representatives, solution engineers, legal advisors, etc. In such cases, not everyone can have the same level of access as the deal owner. With record team permissions, you can set different permissions for users who have access to that particular deal.
How to set up a record team?
Go to Admin Settings > Account Settings > Language & Time Zones > Enable the option Enable teams for contacts, accounts, and deals.
Click Add/Edit titles to define users who would be part of a record team.
Click Add title to add the designations or titles that you want to add to the record team.
Click Done and Save
Once enabled, you can filter records using the record team filter across each module. Search for contact team/deal team/account team in the filter. You can further your search by adding the user's name to the record team.
Who can assign users to a record team?
To assign users to a record team, the user should have the necessary permission under their role. This can be configured by following the below steps:
- Navigate to Admin Settings > Teams & Territories > Roles.
- Choose the role to which you want to grant the necessary permission.
- Under the selected role, scroll to “add and remove team members”, and enable the checkbox.
Note: Before enabling the checkbox, please ensure you have enabled the record teams feature under Admin Settings > Account Settings > Language & Time Zones > Contact, Account, and Deal Teams. If this is not enabled, you cannot make the above changes. |
Assigning permissions for record team users
- You can specify what actions the users of a record team can perform (like View, Edit, Delete)
- If you want certain users to have only 'View' access for specific records, you can select only the 'View' action permission under Contact Account and Teams. For example, your salesperson will want to provide view-only access to a solution engineer tagged to a deal.
Note: When you disable permissions for Contacts, Accounts, and Deals modules, the respective permissions under Contact, Account, and Deal Teams will also be disabled.
How to assign users to a record?
To share records with users, follow the below steps:
Once the record team option is enabled, you can see the respective team section under each module.
Click on Add team members to add existing teams or users to the record.
Only admins will be able to view the Manage team members button and can modify the permissions of the individual team members by going to their respective role page.
You can also automatically add users to the deal using workflows that run based on set conditions.
