Choose who sees which records

A role says what a member may do. A role's reach says which records they may do it to. Until an Owner or an Administrator narrows it, every role reaches every record its permissions allow.

You set reach one role at a time, for each kind of record (contacts, companies, cases, deals, tasks, notes and calls) and each act (see, change and remove). A setting applies to everyone who holds that role. Owners and Administrators always reach every record.

The four reaches

• Everything: every record of that kind in the organization. Every role starts here.
• My team's: the member's own records, the records owned by anyone who shares a team with them, and every case in one of their teams' queues.
• Mine: the member's own records.
• None: for see and change, the member's own records, as with Mine; for remove, nothing.

Beside My team's, Mine and None is a box, and unassigned. Tick it to add the records nobody owns yet.

Whose record it is

• A case belongs to its Owner, the member it is assigned to.
• A contact, a company or a deal belongs to the member named as its Owner. A member who adds a contact or a company on its page owns it.
• A task, a note or a call follows the record it belongs to. A member also keeps seeing the tasks they own or made, the calls they logged and the notes they wrote.

Teams are the call groups made under Call groups on Calling. A member's team is everyone who shares a call group with them.

Narrow a role

• Open the Roles page and find What each role sees.
• Pick the role in Role.
• Find the kind of record under Records and the act under See, Change or Remove, and choose Everything, My team's, Mine or None.
• Tick or untick and unassigned.
• Read what will change. Under the row, ContactRoll says what members of that role will stop reaching and counts it for one member you choose under Count it for, for example "sam@example.com sees 52 of the 52 contacts; with this, 12".
• Press Save.

Change always stays within See, and Remove within Change, so narrowing See narrows the other two with it. To widen a role again, widen See first, then Change, then Remove, saving each.

Every change is listed under Every change on the same page, with who made it and the reach before and after.

What members see

When a member's reach is narrowed, the Cases, Contacts, Companies, Deals and Search pages say so above the list, for example "You see your own contacts." In the queue, a narrowed member is told how many open cases nobody owns are waiting outside what they see, so somebody can give them out.

A member can always hand a record they may change to anybody in the organization. A case assigned to a member shows them its contact, and a call ringing them shows them its caller.

View as a role

To check a role before you give it out, press View as under that role on the Roles page. It opens a read-only view of what a member with that role is shown: the navigation and the Settings pages they reach, and a company page of your choice drawn with the role's permissions, with a line saying whether the role sees that company, may change it and may remove it. The people, cases and deals listed on that page are the ones you see. Each view is recorded under Who viewed the organization as a role.