Business Unit specific rule for object ownership

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Posted on by Community Member Microsoft Employee

I have a client that has two business units. One of the business units wants objects (account, contact) to be owned by the team instead of an individual user. What is the best way to control this specific to only one business unit using a business rule or workflow?

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PS 23,577 on at

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RE: Business Unit specific rule for object ownership

Hi Paige

Create a real time workflow:

Go to settings>>Processes>>New Real time process>>Entity:Account/Contact (you will have to create 2 workflows separately)

Trigger/Run on create

Check Condition if owning user Business Unit equals A

Assign record to Team A

Note: checkmark on Execute as 'The owner of the workflow'
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Mahadeo Matre 17,021 on at

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RE: Business Unit specific rule for object ownership

You can do using Workflow..

Only thing is that you need to create workflow for each entity where you want to assign those records to team.

e.g. if you want this process for Account, contact and some other entities, then you need to create workflow for each entity ie. for account one workflow, contact one workflow etc.

You can create workflow like

When you assigning to Team, you need to make sure team has required role assigned. otherwise workflow will give error.

Hope this will help...

Community Member Microsoft Employee on at

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RE: Business Unit specific rule for object ownership

Hello Paige:

I would lean towards Teams where you can control the Business Unit.

You will also need to make a Security Role for the team within the Business Unit.

Then assign each User to the Team.

I would map it out on paper first and figure out what user belongs to what team and Business unit. When you do Security role you can omit the Entities that you don't want the user to access to.

Hope this helps
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Wayne Walton 13,726 on at

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RE: Business Unit specific rule for object ownership

I would kick off a workflow that looks at the creator of the record, and the BU they're a member of. If they're a member of the BU that allows individual ownership, end the workflow, all done.

If they're a member of the BU that needs team ownership, you need to decide the team. If there's one default team, no big deal. change ownership to that team and you're done. However, if the teams are in any way dynamic, now you're going to have issues. You need to decide how you figure out which team should own a record and do it in a way that won't break every time you add new users or remove old ones.

One way would be to have a "default team" lookup on users and fill that out for every user. Maybe even make it a required field so the workflow can't ever break. Another option would be to have it assigned to a management queue to assign to the proper team. A third alternative would be to assign to team based on User department (e.g. User is a member of Pre-Sales, assign the Account to the Pre-Sales Team).

Hope that gives you some ideas!