Changing record visibility with workflow

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Posted on by FrantisekG

Hello guys,

We are using custom made solution called deal tracker similar to Opportunities . We also got a team of people (one Business unit) who are creating those Deals records. Most of the records should be visible to all the team members, however some need to be hidden for other people (lets call them Group A) and visible only to team admins and Group B of the same team (until they change the deal Rating). Once the deal rating hits some level than it could be made visible to Group A too.

I was about to create some workflow with condition of Rating level which changes the record owner to newly created team called "Group A" however I need to retain the record owner of the person who created the record for the reporting purposes, so its not solution. Any ideas please?

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For a role-based security perspective, this is not achievable, it all has to fall down to the record owner to control the record access.

there are few suggestions for you:

1. for reporting purpose, why don't you try to create a new field for record creator?

2. try to use field security to control certain sensitive information to be hidden

3. leverage on the access team, once the rating level changes then share to the access team perhaps

4. ultimately u need to create some plugins to control the advanced find/search result so that the records are hidden to them (less recommend due to the complexity)

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ashlega 34,477 on at

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Hi,

could you clarify what exactly you want to report on?

If you want to be able to identify the person who created the record, that information is always going to be there in the "createdby" field, so your reporting should not be affected by the change of ownership.

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FrantisekG 47 on at

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Hi Alex,

I want to report number of open Deals by user, where I was using owner fields. Using Created by instead might be solution. Just wondering what I would need to do in case the owner of Deal would change. But it might be solution for reporting purposes.

Thank you!

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ashlega 34,477 on at

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Hi Frantisek,

if you are concerned about users changing the "owner" manually.. Well, one way to handle it might be to remove "Assign" permission from the user roles and configure your workflow (which will be assigning to the team) to run under your account (or under another admin account which would have required permissions)

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FrantisekG 47 on at

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Hi MёLvìN,

thank you for your reply.

1) Something like deal owner where workflow will automatically fill name of creator might do the job. And we will be able to modify this in case of need. Good idea

2) As the deal name is populated automatically from all the available info than field security is not the way to go.

3) Thats probably the best solution - so lets say:

We got a main business unit called "A" and it has child Unit "B" where I got all the users now. So under BU "B" I would need to create two teams Team 1 & Team 2 and split the users accordingly. Once the record reach the threshold workflow automatically change ownership of the record to Team 2 so it become visible to all members of Team 2. Admins will be member of both teams so it will give them rights to see all Deal records of the BU "B". Am I on the right track?

Thank you

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This is correct given the facts:

1.You have another field to keep track the creator, so it won't rely on the owner field anymore

2.Team 2 will taking charge of the record ownership and continue to work on the record, then you can assign it to Team 2. However they are some combinations you can still play with:

>Since both team are in the same BU, BU read access and User write access might let also Team 1 to have the read only access (depend on how the business process going to be)

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FrantisekG 47 on at

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Hi MёLvìN,

so lets summarize business process.

Team 1 records needs to be hidden to Team 2 members (till it hit the Rating field threshold), than it could be shown to everybody (team 1&2). However record creator is still responsible for the record till the Deal is made or lost and need to update its status all the time. Team 2 records need to be accessible to everyone in Team 1&2.

So should I better create separate BU for Team 2 which would be child BU to Group B? I feels bit lost now...

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ashlega 34,477 on at

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Hey Frantisek.. just a quick note(was passing by).. some users can be members of both teams.. it does not have to be "exclusive" (if user A is a member of both teams, he/she will see all records. If User B is a member of Team 2 only, he/she will see team 2 records only). That depends on the roles, too, but still.

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You feel lost is good thing cuz you are thinking.

My experience is that don't create too much BU if not necessary, but 1 thing you should try is to list down the combinations of BU x Team x Security Roles.

Later on you try to illustrate the scenario by putting different people to different combinations to see if it works.

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FrantisekG 47 on at

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Hi MёLvìN,

I just finished all the settings and it works!

Just review if anybody else needed:

- One business unit

- One team created - for the users with limited access

- One new Security role assigned to new team limiting the visibility of other records

- One Workflow created based on Rating field - if A,B assign record to newly created team so everybody is able to see all records, or Rating C,D assign record to "Created By" field.

- last step is to create new Field owner which will be duplicating original owner from field "Created By"

So far this combination works :)

Thank you for your help

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