Teams and Visibility Permissions setting

Teams let you group users together, which then lets you restrict access to records and reports at the team level. 

In this module, we'll tackle the following:

Understand teams and visibility permissions

Define your workflow

Create a team

Set visibility at the record level

Set visibility at the team level

Understand teams and visibility permissions

A team is a grouping of your users. It's a best practice to only give users access to the information they truly need to do their job. Giving them access to records and reports they don't need can clutter and confuse their workflow. You can restrict access to records and reports using teams. There are two options for this:

1. Set access at the individual record level

If you want to set visibility on individual records, you can choose one or more teams from this setting. Just keep in mind if you only set access at the individual record level, users can see all reports:

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2. Set access at the team level

If you'd prefer to restrict team access to multiple records or reports at once, you can do this by activating team visibility permissions. This is available to Professional and Enterprise users. In each team's profile, you'll see a list of records and reports under 'Access & Visibility,' and you can choose what kind of access the team has to each entity type, pipeline and report. 

  • Granting ​Access​ permissions means the user can see information.

  • Granting ​Create​ permissions means the user can create new records either manually, via import, or via lead conversion.

  • Granting ​Edit​ permissions means the user can edit information.

  • Granting ​Delete​ permissions means the user can delete individual records, or records selected in bulk.

  • In order to ​convert a lead​, a user must have:

    • Access, Create, Edit, Delete on Leads. Companies, and People

    • Access on Pipeline that the opportunity belongs to

  • In order to ​merge​ records a user must have Access, Edit, and Delete on that record type.

  • In order to ​import​ records, a user must have Access, Create, Edit, and Delete on that record type. 

TandV.png

Define your workflow

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

1. Are there records or reports 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. 

Create a team

  1. Sign into your Copper account, and click 'Settings' from the left-hand menu.
  2. Click 'Teams & Visibility Permissions' from the 'Manage Users' section.
  3. Click the dotted box that says, 'Create New Team.'
  4. Give your team a name, and click 'Save.'

Set visibility at the record level

  1. Sign into your Copper account, and click the record type you want to set visibility for in the left-hand menu (i.e. leads, people, companies, opportunities, etc.).
  2. Click the name of the record you'd like to edit visibility for.
  3. In the left-hand column of the record, scroll down to the 'Visibility' field.
    • If you are on the Basic subscription, or if you're on Professional or Enterprise but have not activated team permissions, you'll see this when you click the 'Visibility' drop-down menu. Select 'Teams,' then choose as many teams as you want to see the record: visibility7.png
    • If you are on Professional or Enterprise, and you have activated team permissions, you'll see this when you click the 'Visibility' drop-down menu Choose to use the team visibility settings you've already established, or choose to override that by manually setting visibility. Click 'Save' when you're done: 

visibility10.png

Activate team permissions

  1. Sign into your Copper account, and click 'Settings' from the left-hand menu.
  2. Click 'Teams & Visibility Permissions' from the 'Manage Users' section.
  3. In the upper right corner of the page, click the green 'Activate Team Permissions' button.
  4. In the box that appears, you'll want to choose what to do with existing restricted records:
    visibility11.png
  5. Make your selection, and click 'Activate.'

Set visibility at the team level

  1. Sign into your Copper account, and click 'Settings' from the left-hand menu.
  2. Click 'Teams & Visibility Permissions' from the 'Manage Users' section.
  3. Locate the box for the team you want to edit, and click 'View.'
  4. Review the records & reports can edit visibility for. At the right of each record, you'll see a drop-down menu that lets you choose what level of access the team will have. Here are the options for the records drop-down and the reporting drop-down (left to right, below): visibility5.png
  5. Make your selections, and these will be auto-saved.

Still have questions?

Still have questions? Ask in our Community, and get answers from our Customer Success Team as well as fellow users.

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