Transcript of Video
Microsoft Dynamics CRM makes it easy for you and your coworkers to share and process information about customers. CRM stores customer information in records. In this video, you'll learn how to share one or more records and assign ownership of a record.
To make sure records are accessible and secure, users are assigned security roles that automatically determine what records they can work with. Your security role may affect what you can share.
To share records, first select the records you want to share. One way to select multiple records is to hold down the Ctrl key while you click the records. On the Actions toolbar, click More Actions, and then click Sharing. Under Common Tasks, click Add User/Team. In the Look for list, select User or Team, type the first few letters of the name, and click the Find button. CRM shows you all the users or teams that match. Select the one you want, and then add it to the selected records list. When you are finished adding names, click OK.
Make sure to give users the appropriate permissions to work with the records. All users have Read Only permissions automatically. Let's use the check boxes to give this user permission to write and append other records to the shared record, but not share the record with others. You can only assign permissions that you yourself have.
To see if a record has been shared, open the record, then click Actions and Sharing. Here you can view, edit, and add to the list of users and teams. For example, to remove a user from the list, you can select the user and click Remove Selected Items.
You can share most types of records, including accounts, orders, and marketing lists. And you share them all in the same way.
The other way to enable a user to access a record is to assign it. When you share a record, you give a user or team permission to view or work with the record. When you assign a record, the user becomes the owner of the record. A record can only have one owner
To assign records, select one or more records. One way to select a series of records is to click the first one, hold down the Shift key, and then click the last one. On the Actions bar, click the Assign button. Here you can either assign the records to yourself or another user. Type the users name or leave the text box blank and click the Lookup button. Select the user, and then click OK.
To check the ownership of a record, open the record, then locate the owner field. If you have the necessary permission, you can also change ownership from here by clicking the Lookup button and selecting a different user.
Sharing and assigning: two more ways that CRM helps you work with customer information.
