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How to handle Account Managers?

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Posted on by OllyMUK

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Hi all

What options are open to us with regards handling Account Managers within Dynamics?

Initially I thought of using the Owner field, which seems ideal, but the Owner field also has some security and editing implications which I'd rather than put in to just one persons field of responsibility. As such, I'm thinking now of making the Owner our Office Manager, who is also tasked with keeping records updated, and can be asked to make changes to day to day fields of the Account (which most likely won't change often).

Using the Owner field does make it very easy on the Accounts screen to quickly view who is the account manager for the account.

I can use the Connections section to add the Account Manager, which is ideal. However it then becomes fairly click heavy to see the account manager for an account. It's not on the Account list view and it's not on the main Account details page. Dynamics is pretty click heavy anyway so I'm keen to make this regularly bit of required info as easy to access as possible.

Are those my options? Any comments?

Olly

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Gary Letter 1,267 on at

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Hi Olly,

You could create a custom lookup field for Account Manager. On the Account entity, create a new field named “Account Manager” and use the data type “Lookup”, with the system User entity as the target record type. Then add the field to the relevant Account forms and views.

Before you create the field, however, you may want to reassess whether the Account Managers should be the Owner of the Account. One of the underlying design assumptions in D365 Sales is that Account Managers would typically own their accounts. This allows you to take advantage of the My Accounts views and to set up different privileges in the User scope on security roles. For example, an Account Manager can be allowed to edit their own Accounts but not those owned by other managers. If this is not appropriate in your security scheme, then go ahead and create the new lookup field.

Gary Letter
NextLevel Business Systems

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OllyMUK 305 on at

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Thanks Gary

Are we able to use a Group, containing the account manager, as an Owner and still have the My Accounts work as expected?

If that worked that would satisfy all parties here.

Olly

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Gary Letter 1,267 on at

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Hi Olly,

Accounts (and many other types of records) must be owned by either a User or a Team. Each Account can have only one owner. Users are assigned to Teams as members, and each Team Member inherits the privileges from the security roles assigned to the Team, as well as the privileges from the security roles directly assigned to the User.

In the views, you can create filters to show My Accounts (Accounts that I own), My Team’s Accounts (Accounts that my team owns), or both.

Beyond that, I’m not sure what all the requirements and expectations are. If you can post the requirements or an example, it would be easier to say.

Gary Letter
NextLevel Business Systems

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M.Azwar Alam on at

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Hi

I would suggest user owner field for account manager so that you can track record assignment to account manager and share record with office Manager so that Office Manager can update records

Mark answer as verified, if it is feasible for you

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