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Changing record visibility

On Company, Contact and Opportunity records there is a field called Visible To which can be used to configure record visibility via the following options:

  • Everyone – all Users will be able to see the record, assuming that they have a minimum of View permission for the record type.
  • Record Creator – only the User that created the record will be able to see it, with the exception of Users who belong to the Administrators Team who have full system permissions.
  • My Team – all Users that belong to the same Team as you will be able to see the record. If a User belongs to multiple Teams, the visibility will overlap to the Users in each Team.

There are a few things to note here:

  • Users that belong to the Administrators Team will always be able to see all CRM data.
  • If either the Assigned To or Visible To fields do not have a value chosen, then all Users will be able to see the record i.e. the record will be fully visible unless these fields are filled in.

For more information on how to Team permissions work, click here.

Visible To field on an Opportunity in edit mode

You can use the Bulk Update feature to change the visibility of records in bulk:

  1. In Companies, Contacts and Opportunities, select the desired records you want to update by using the radio buttons on the left of the grid.
  2. Click on the Update button beneath the activity bar.
  3. Select the Visible To field and make your selection from the options.
  4. Click on Update and the change will be applied to the specified records.

Bulk updating the Visible To field in Opportunities

You can also add the Visible To column to a Layout in Companies, Contacts and Opportunities so that you can filter and sort the values applied to records.

The Visible To field added to List View in Opportunities

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