How to Force Team Ownership on Accounts and Contacts?

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Is there a way to force TEAM Ownership on Accounts and Contacts as opposed to User Ownership? We do NOT want to use any text identifier within team names, we would like to use something dynamic like looking up the OwnerIdType on the Account entity.

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Community Member on at

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Hello JWhip:

Yes you can just make a Team without any user attached to it.

then you Assigned Ownership to that Team to the Account forms and Contact forms within the forms.

Hope that made since.

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Community Member on at

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We want to prevent Users from owning accounts. We only want Teams to own Accounts. Our teams are comprised of 1 or more Users. So, when a user tries to reassign an account (or create an account), we want to make sure they are choosing a 'team' and not a 'user'. I hope its not too confusing..

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OK so they would click the Assign icon the pop up window will open.

Click on the magnify Icon and look for 'Look up Records'

Click on that

Click on the Look for User down area and select Team.

Note if you don't see then then you have to go to the Security roll and click on the Business Management tab and give privileges to Team.

Find the team you want to assign.

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Community Member on at

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Thanks Damon, but that doesn't solve my problem. I know how to assign accounts to both users and teams. This is more advanced. I want to PREVENT accounts from being assigned to Users and only allow TEAM ownership. So, if someone assigns 'JWhip' (which is a user) as an account owner, they will receive a notification that "You can't assign an account to a user, it must be a team". Where as, if they choose TeamJWhip (which is a team) it will be allowed.

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Abed Haniyah 4,287 on at

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You can create a workflow to assign the created accounts to your team.

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Abed Haniyah 4,287 on at

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Dear JWhip,

You can create a workflow to assign the created accounts to your team.

Regards,

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Royal King 27,686 on at

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Create a real-time workflow and add a step to check the ownership type if ownership is user stop the workflow with cancel status that will prevent assigning user as an Owner for a record.

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mscrmba on at

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1. Hide the Owner field.

2. Suppress the Assign button on the ribbon. (The only tricky bit - use Ribbon Workbench.)

3. Add a custom 'Team' lookup field to the Account or Contact form.

4. Make sure the Teams have sufficient security to own Account / Contact records etc.

5. On create and when that custom 'Team' lookup field is changed have a real-time workflow that assigns the Owner to be the 'Team' that has been manually selected.

Have tested it and that works for me.

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Community Member on at

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Hi Jwhip,

To assign the records on only teams but not on users u can create a workflow. To create it u can follow the criteria suggested by chitra & mscrmba.

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While there are various programmatic methods, most of these won't help very much for things like data that is imported, or leads being qualified.

To properly prevent users from owning Accounts (or Contacts), make sure that they have no Read privilege for Account in any of their security roles. Yes, edit the security roles you assign to users and take away their read privileges, set it to none for Account, Contact or other entities you do not want them to own.

Your users are all members of Teams, and those Teams will own records, so you must already have assigned Security Roles to those teams which include some level of Read privileges for Accounts or Contacts.

If you set this to "user" it will means that users can only read Accounts owned by Teams they are a member of. If set to Organisation, they can read all Accounts (/Contacts). If set to BU or PC:BU, things get more complicated (unless you only have a single BU):

http://wp.me/p2I5L-ip

Generally, I would suggest that you do *not* assign "regular" roles to Teams that have a single purpose such as Account ownership, as it can get really hard to troubleshoot other security issues. Grant Teams only the privileges they actually need for their purpose - in this case the read permissions for Account and Contact to have ownership, and possibly other privileges on these entities if you are using the Teams to provide cross-BU access.

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