Multiple Users/Owners on Accounts

(0) Share

Report

Posted on by Community Member

Hello,

I'm looking for recommendations on the best way to handle the following...

In our case we have Accounts that have two overlapping but competing Business units that can work with them. They often have the same contacts (not necessarily all of them) and may provide competing quotes to the same firm.

I'm wondering how to handle the ownership of the Accounts and Contacts while reducing duplicates and maintaining security on notes and phone calls etc.

A few options I've considered are:

1. Creating a separate Account and Contacts per person, allowing them to keep their own records separate.

Linking these together through a Parent Account.

2. Creating Teams and assigning the owner as the team.

My concern with this approach is that the security will be more difficult to restrict between members on the same team.

There would also be many teams as the combinations of Users working together on an Account isn't consistent.

3. Sharing the Accounts with each other.

I have the same concerns as with Teams in terms of security.

Any other recommendations?

Thank you,

Brianna

*This post is locked for comments

I have the same question (0)

All responses (4)

Answers (0)

Suggested answer

TheMarkChristie 10,328 Moderator on at

Like (0)

Report

Hi Brianna.

I would usually in this instance say Teams would be the best way forward. But sharing account could work if it is only on a user by user basis.

Is there a requirement to not have people in a team see the record

So if

Company A is owned by Person 1 Who is in Team Red

Should anyone in Team Red be able to See Company A? If this is ok then Teams would work.

If it should be locked down and they shouldnt see it then you would need to share it on a user by user basis

Was this reply helpful? Yes No
Suggested answer

Neil Parkhurst 10,727 User Group Leader on at

Like (0)

Report

Have you considered access teams? They are useful when ownership is fluid as you assign team members based on specific records.

That would avoid having to create loads of teams. Although someone does need to add users into the access teams on the account!

neilparkhurst.com/.../mb2-712-microsoft-dynamics-crm-2016-customization-and-configuration-teams

With (or without teams), you should still be able to control access on related entities such as notes / activities. As in your security roles you can ensure that users can only amend or delete their own notes. (etc.)

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report

Hi Mark and Neil,

I'm still not quite convinced that teams would work.

We have about 30-50 users in 3 different business units that could overlap on records. There would usually be anywhere from 1-3 or 4 users assigned to an Account at a time and this would differ for each Account. The users also shouldn't be able to see the other users records on the Accounts.

Was this reply helpful? Yes No
Tim Dutcher 2,100 on at

Like (0)

Report

I was just on a project where the requirement was to provide complex record access like you've described. We ended up needing to build plug-ins (workflow activity plug-ins) to handle sharing and revoking team access to the records. I'm not saying that your scenario requires plug-ins, but in our case the out of box security mechanisms didn't quite meet the needs.

Was this reply helpful? Yes No