Access Team vs Owner Team vs record sharing

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Posted on by Community Member

Hi Guys,

I've been looking for the last couple of days to find the best solution for something I need to implement in CRM and I'm still in doubts about the best solution.

I have 2 users, husband and wife, part of a team with user level access to CRM records. This couple needs to have red/write access to the very same records in CRM as in the sales process they are counted as one. What will be the best option for them considering they don't like too many clicks and the shared records should be extremely easy to find.

Thank you

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Wouter Madou 3,392 on at

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Set the team as owner of the record?

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Wouter Madou 3,392 on at

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Or create a BU with BU privilige to the records, that way they can remain owner of their own records and still work with the records of the other one. No extra action required.

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Thank you Wouter, that sounds like the best idea but I'm struggling to find a way to give Read access to these 2 users to records from the parent business unit. I can't go for organization level as they shouldn't see records from other business units.

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Sorry Wouter, just realized you didn't suggest a child BU, can you please explain the hierarchy you are suggesting?

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jupton on at

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Go with Wouter's original answer, perhaps with some workflow automation to assign to the husband/wife team if a record is ever created or assigned to only one of them. Assuming this is a one off in the system.

If this sort of thing is happening all over the system, consider access teams.

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Wouter Madou 3,392 on at

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Hi,

It seems like your problem has been resolved?

Just as a final answer to your hierarchy question, in regards of BU, I would use a top level BU and a flat line structure for your other BU's under the top one. I would put all data in the bottom line BU's and keep the top level for a time in the future where you suddenly would need a more piramid-kinda structure. A bit more work now, but a lot of work saved in the future.

Also, if you would ever need a user in more than one BU, make sure you default teams created in your BU's are labeled as 'do not use' and create a duplicate team for each team and set your users in the correct teams. That way you can use cross-BU sharing via teams :) .

If however your problem is limited to these two users, I would go with one team for the two of them and set the owner via workflows.

Ps:

in regards of using access teams vs owner teams:

Ask yourself the following question:

Does this record need different users all the time? => access teams

Are the people working on this record changing all the time? => access teams

Will I be sharing all records in that table with a very large group of individuals (performance reasons) => access teams

For predefined ownership and security-role matrixes, use the regular teams :)

Hope this all makes a bit sense?

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PS 23,577 on at

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Easiest method would be to create a team under which both husband & wife are added as Team members. Assign the record to this couple Team.

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Thank you all

Prashant I think this is indeed the best option for what I need. After hours analyzing these possibilities, I have decided to go for the team and I have also created a workflow, as jupton suggested, to automatically assign the new records to the team instead of individual user. Records are displaying the way I wanted and also integrated very well in the head office reports. Thanks

Wouter, thank you so much for your very detailed information. Considering I will only need to create 2 teams in total, I believe owner teams is the best solution for me.

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