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Granting Users Full Access to All Accounts and Contacts
Posted: 16 May 08 12:04 PM
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Hello,
Is there a simple way to give a user access to accounts and contacts owned by all users? I have been adding users I want to have full access to the "The following users can access accounts owned by this user" box on the Teams tab for each user, but this is a bit tedious with 50+ users each owning accounts.
Thanks in advance for any insight.
...Rob |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 17 May 08 12:19 AM
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Sounds interesting - typically if you want a group of people to have access to a certain group of accounts, you assign ownership of those accounts to a team, and then assign users to the team. And for those individuals you want to have access to all accounts, you just add them to a specially designated team and add that team to all the other teams. If people want to establish that they have control over their accounts, set them up as the account manager.
Why do you have it set up in such a way that the ownership is set to one individual? |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 17 May 08 10:41 AM
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Originally posted by Rob Bartram
Hello,
Is there a simple way to give a user access to accounts and contacts owned by all users? ...
Thanks in advance for any insight.
...Rob |
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Get rid of security.. change ownership to "Everyone" for all account/contacts/etc.
Use Territory re-alignment to do it..
IF you really want this to happen...
--
RJLedger - rjlSystems
"...Customer First..." |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 17 May 08 10:11 PM
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Thanks for the reply Bob and Jeff.
We have very tight security controls around our data, and by policy, users are only permited to access accounts which fall in their territory. That is why ownership is set to the individual user. Is there a better way to achive this access control, one that would allow me to restrict access by the sales reps, but would allow me to grant access to all records (accessible by the sales reps) to say a Sales Admin?
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 18 May 08 7:29 PM
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As RJL alluded - create a team for each territory. Assign your sales reps to the appropriate teams. Change the owner of the accounts to the relevant team/territory.
Create a team called Sales Admin (or whatever). Add your sales administrators to this team. Then add this team to all of the territory teams.
Job done! |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 19 May 08 7:53 AM
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And do you just use multiple teams when territories overlap? For example, here's how our sales group(s) are setup.
We have a multiple divisions selling different products but most of their territories overlap. So one sales person from division A may be selling in TX and OK, and another sales person from division B is selling in TX and OK for different products. We want them to see the same accounts, but obviously have their own opportunities. To resolve this today, we've simply kept account ownership to 'Everyone' and used subscription rules to give out accounts to our 250+ remote users. However, we're planning to move to some web functionality in 7.2 and need to address the account ownership issue somehow.
I'm just worried that using multiple teams is going to be a logistical nightmare for us. We'll end up with dozens of nested teams..
Ideally it would be best if we could simply assign multiple owners to an account but that's a customization level we have decided not to look into w/ our business partner.. |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 19 May 08 8:29 AM
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The team owning the account should be the territory the account is in. Build everything that you need around that.
If both user A and user B can see accounts in a certain territory, they should both be in the corresponding team.
How will having multiple account owners fix your problem with not sharing opportunities? (Just give me the theory behind what you want - your business partner advised you well here).
It is possible and not that difficult in theory to add some customisation that will prevent users seeing each other's opportunities, even if they belong to the same team that owns the account. This is done by manipulating the SecCodeID field on the OPPORTUNITY table in code.
Phil |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 19 May 08 9:56 AM
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Lets say we have a division that sells Sprockets and a division that sells Widgets. The two divisions have territories that overlap and we want the Sprockets group to see the same account(s) as the Widgets group, but not the Opportunities.
Sprockets isn't necessarily more important than Widgets, nor are Widgets more important than Sprockets, so neither one truly "owns" the account. In essence, if we had to say that someone owns the account, it would be both divisions, not just one of them.
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 20 May 08 1:06 PM
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Originally posted by Frank Chaffin
The seccodeid is stored in the opportunity table, so in theory you could modify things to limit the visibility based upon this field. |
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Actually.. it's VERY easy to build a provider plugin to limit access to something like this.
--
RJLedger - rjlSystems
"...Customer First..." |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 21 May 08 2:51 PM
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The issue for me is that a user only has access to his own territory. There is no sharing of accounts. Infact, and this will make you cringe, were we do have territory overlap with reps selling different products, the reps each get their own set of accounts. Yes, we purposely put duplicates in the system - 
As I see it, and correct me if I'm wrong, to go the team route in my environment, I would have to create a team for every user and then add the power user to those teams. It just doesn't seem like it's any easier than the way I'm doing it now with granting power users access to records owned by all reps on the teams tab.
All I want is to give a couple power users access to all accounts. It seems very odd to me that this functionality doesn't already exist.
Thank you all for your input.
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 21 May 08 6:36 PM
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Hi Rob, I have reread your posts and I am still a bit puzzled.
Account A is in territory T1
Users U1 and U2 are also in T1, selling to A.
But, for some reason, they cannot both see the same A.
So you have created A1 and A2 - duplicates of A - such that U1 sees A1 and U2 sees A2.
Please describe the reason in more detail - what are you trying to hide? - thanks.
Phil |
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 22 May 08 7:46 AM
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Phil,
First off, your understanding of the U1 - A1/U2 - A2 relationship is right on. There is a certain paranoia here when it comes to the word "share". Even if I could move those suffering from such paranoia out of that state and share the accounts, I would still have the issues of U1's territory not being perfectly aligned with U2's, as touched on by Ryan Smith.
For instance,
U1 sells in PA and NY and U2 sells in OH and NY.
None of users share completely aligned territories, so if I went the team route, wouldn't I end up just creating the same amount of territory teams as I have reps? Which brings me back to my original problem of giving a power user access to all accounts, I'd have to touch each team to give them access.
Thanks
...Rob
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Re: Granting Users Full Access to All Accounts and Contacts
Posted: 22 May 08 7:01 PM
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Hi Rob
I do not envy your having to deal with this at all!
I have a final question: when you mention that users do not share 'completely aligned territories', do you mean that PA accounts for user 1 are different from PA accounts for user 2? Ie, that in addition to state, there are extra criteria determining whether the user should have access to the account? If so, are these criteria arbitrary?
Or is it just that users are responsible for different mixes of states?
If the latter, SLX works fine (except for the 'paranoia' problem) - just add the users to whichever state teams they need to be in.
Phil
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