Step 7: Set Record Visibility Permissions

 

With the core of your account set up, you're ready to add your team members to Copper. (If you're a one-person business, you can skip ahead to Import your Data.)

Before you add your team, you'll want to decide what records (leads, people, companies and opportunities) each person has access to. That way they arrive in the account with the correct visibility permissions.

In this module, we'll tackle the following: 

 There are two ways to change records and reporting visibility:

  1. Adjust the 'Visibility' field in the lead, person, company or opportunity record. This lets you set visibility on each record individually.
  2. Segment your Users by Teams, then set visibility at the Team level (Pro and Business). This allows you to set visibility across multiple records at once.

Let's look at some common business scenarios to decide which way you'll set visibility.

Understand record visibility scenarios:

It's a best practice to only give your team members access to content and tools they truly need. Giving them access to content and tools they don't need can clutter and confuse their workflow. Let's look at some examples of when team members can benefit from visibility restrictions:

You have multiple pipelines running through your account: One for sales, one for business development and one for new employee onboarding.

The Sales Team doesn't help with new employee onboarding, so having access to that pipeline and its associated records just distracts the Sales Team from focusing on closing their deals. You could create a Team in Copper called "Sales," and use team visibility permissions to restrict it from seeing the Business Development and New Employee Onboarding Pipelines, as well as any records associated with those pipelines. 

The HR Team is one person. When they add new employees as Contacts in Copper for the New Employee Onboarding pipeline, only they should see those records. In the Visibility field on each new record, they can set each one to be seen by Only Me. 

You meet a potential business partner at a conference. You enter them into the system as a Lead so that your Partner Manager can qualify them for the Business Development pipeline. You are an Admin who manages the Sales Team, so you don't need to see what happens outside the Sales Pipeline. You set the lead record Owner as the Partner Manager, and you set the visibility to Record Owner Only. Now only the Partner Manager can see this lead record and convert it into a business opportunity later on.

Define your record visibility strategy:

Before you create record visibility settings in your account, ask yourself the following questions:

1. Are there records that should be restricted?

  • If no, you don't need to set visibility permissions and you can skip ahead to set email visibility.
  • If yes, move to question 2.

2. Does more than one person need access to each record?

  • If no, you can rely on 'Me Only' and 'Record Owner Only' permissions, available on all plans.
  • If yes, you can rely on Team visibility settings, available on Professional and Business plans.

3. Who should control record visibility in the account?

  • If you want to control this as an Admin, you can do so by activating team visibility permissions (Professional and Business). Once this is activated, only Admins can control visibility at the team or record level. Users can only see the Visibility that is set to the record; they cannot change the selection.
  • If you want Users to be able to change the visibility on a record, this can only happen when team visibility permissions is deactivated. 

4. If using Teams, do my teams need restricted access to Copper?

  • If no, you can create teams without activating visibility permissions.
  • If yes, you can create teams, and set unique visibility permissions on each team.

5. If setting unique visibility permissions on each team, do any of the team members need access to content outside their team's visibility settings?

  • If no, just use team visibility settings.
  • If yes, use team visibility settings in conjunction with 'Individuals' visibility settings at the record level. The 'Individuals' visibility setting overrides team visibility.

Now that you've answered these questions, you're ready to establish the resulting level of visibility restriction. 

Adjust visibility at the record level:

In the example below, we can see the Visibility field associated with the Company record. It's currently set to let everyone in the Copper account (Account Owner, Admins and Users) view the record. 

recordvisibility1.png

If you click the Visibility field, you'll see the other options you have available:

recordvisibility2.png

Let's look at what each of these visibility settings means:

Everyone: Every Admin and User in Copper can see this record.

Teams: Everyone in the Team segment selected can see this record. (More on this below).

Individuals: Specific users you select will have access to this record. This setting overrides the Teams visibility permissions.

Only Me: You will be the only person who can see this record.

Record Owner Only: The person who added the record to Copper is the only one who can see it. 

To change the visibility, make your selection and click the blue 'Save' button right below it.

Adjust visibility at the team level (Pro and Business):

On any subscription plan, you can segment your users into Teams. On Professional and Business, you can restrict access to records at the Team level. This is helpful if access should align with territories, plan levels or customer business size. 

You can create Teams by following the steps below:

1. Sign into Copper and click 'Settings' from the lefthand menu. 

2. Scroll down to the Manage Users section, and choose Teams & Visibility Permissions.

3. Click the plus sign that says 'Create New Team.'

4. Enter the Team Name and click 'Save.'

5. Back on the main page, click 'View' in the box that holds your new Team.

6. Under the 'Team Members' in-page tab, click the blue 'Add Team Member' button.

7. In the lightbox that appears, enter the team member's name and choose whether they occupy one of the following roles:

  • Team Manager - Can add new members to the team and adjust team settings
  • Team Member - Is subject to the visibility permissions of the team

8. Click 'Add' when you're done. 

You can activate visibility permissions for Teams by following the steps below:

1. Choose your starting point for this exercise:

  • If you're still on the previous step, click the 'Access & Visibility' in-page tab, then click the 'Activate Visibility Permissions' button. 
  • If you're starting from scratch, sign into Copper and select Settings > Teams & Visibility Permissions > [name of team] > Access & Visibility.

2. Read through the 'Activate Team Permissions' lightbox, and choose what happens to the records you already have in your system once visibility permssions are activated. 

3. Click 'Activate.'

Now you can set visibility permissions for each Team by following the steps below:

1. Choose your starting point for this exercise:

  • If you're still on the previous step, click 'View' in the white box that represents the team you want to edit, then click the Access & Visibility in-page tab.
  • If you're starting from scratch, sign into Copper and select Settings > Teams & Visibility Permissions > [name of team] > Access & Visibility.

2. Under 'Entity Type,' you'll see every record and report you can set visibility for. Uncheck the 'Access' checkbox if you don't want this team to have access to a particular type of record or report.

3. Under 'Members of this team can see,' choose the level of visibility this team should have. 

  • For records, choose between: Records owned by anyone, Only records owned by members of this team, Only records owned by themselves.
  • For reports, choose between: Reports for all users in the system, Reports for all members of this team, Individual reports only.

4. Every time you choose a new selection under 'Members of this team can see,' your selection is saved automatically.

Congratulations! You've set visibility permissions for each team.

While this is great in a straight-forward use case where each team is restricted from the next, you may have a scenario where you need to override team visibility restrictions. For example, maybe a Sales Rep is transitioning to become a Customer Trainer part-time. This Sales Rep is in a Team for her sales territory, which is restricted from seeing records in other territories. However she needs to train a customer who is in a different territory. The record for that customer can be set to 'Individuals,' and everyone from the territory team plus this Sales Rep can be added to visibility permissions.

In short, the Visibility field at the record level always overrides Team visibility permission setting for that record type.

Advance to the next topic: Set Email Visibility Permissions

 

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