Need to limit who can see certain accounts based on security role

(0) Share

Report

Posted on by Community Member

My company has a custom field to indicate if an account is an active client, former, prospective, etc. We need to limit who can see prospective clients, preferably based on security roles (for example, sales members should see all accounts, but support members should only see those where the custom field = active client). I thought we could do this using a custom view, however users can still search for specific accounts, even if they are not listed in their view. Is there any way of limiting the users without having to share specific accounts? Any suggestions are greatly appreciated! Thanks

*This post is locked for comments

I have the same question (0)

All responses (5)

Answers (0)

Royal King 27,686 on at

Like (0)

Report

You can restrict the access to account using in combination with Business unit and security role. Create a new Business unit and new Team on same business unit with security to have access to account at business unit level. Assign all prospective accounts to new team and all sales people to the team as well. This all sales people will have access accounts owned by new team but support users will not have access to these accounts.

Was this reply helpful? Yes No
Suggested answer

MilindP 1,019 on at

Like (0)

Report

Security to the records based on the field value is not possible.....

however you can restrict the user to see the entity form based on the User's role and value in custom field....i.e. on load check the values if it doesn't match ... close it. and restrict users from exporting the data to Excel ...

but you cannot restrict them to see the record using advance find.

Was this reply helpful? Yes No
Suggested answer

Community Member on at

Like (0)

Report

You can create a business rule that says if Owner does not = x and Account Type = x then hide all the fields. They can search for accounts but can't see the data.

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report
Sharing specific accounts is fine for one-off scenarios, but not great as a default practice for granting access to records.

I think Chitrarasan's answer is the most useful here, since CRM security is based on record ownership and not on field values. But I would flip the recommendation, to maybe make it fit in your CRM deployment that I know nothing about:

Give your sales users a security role that grants privileges to accounts at the Business Unit level. This will allow them to work with all accounts in the business unit, regardless of who owns them.

For any account you would call an "active client", assign those accounts to a new team (e.g. "Support Team"), and make sure the security role(s) assigned to this team grants no more than "User" level privileges to accounts. Add all of your support users to this team.

By virtue of being members of the Support Team, your support users can only work with accounts that the Support Team owns.

For this to work, you'll have to assign the "active client" records to the Support Team (manually, or maybe with an integration).

It's kind of a narrow-focused recommendation, since ownership also plays big into other aspects of CRM like activity ownership, but I hope this helps guide you towards a solution!

Was this reply helpful? Yes No
Community Member on at

Like (0)

Report

That was sort of the route I was thinking of going, but I wanted to make sure there was not another way. Thanks so much for the suggestion!

Was this reply helpful? Yes No