Difference between revisions of "Record Owners"
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===About Record Owners=== | |||
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A Record Owner is a [[User]] who ''owns'' a record in an object. Records are ''assigned'' to an owner. The owner can be the person who created the record, or has been assigned ownership by another user who has permission to transfer ownership. For example, a team member or team manager might assign a task to a user. In that case, the task is a record, and the user has ownership. | A Record Owner is a [[User]] who ''owns'' a record in an object. Records are ''assigned'' to an owner. The owner can be the person who created the record, or has been assigned ownership by another user who has permission to transfer ownership. For example, a team member or team manager might assign a task to a user. In that case, the task is a record, and the user has ownership. | ||
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{{permission| | {{permission| | ||
*Users with ''[[Change Ownership of my Team’s Records permission]]'' can transfer ownership of team members' records}} | *Users with ''[[Change Ownership of my Team’s Records permission]]'' can transfer ownership of team members' records}} | ||
=="My Records"== | ==="My Records"=== | ||
In many areas of the platform, ([[Views]], [[Reports]] and [[Filters]], for example) a ''My Records'' option is displayed. Choosing ''My Records'' includes all records owned by you (the logged in User). As record ownership is changed, the records displayed via the ''My Records'' filter also change. | In many areas of the platform, ([[Views]], [[Reports]] and [[Filters]], for example) a ''My Records'' option is displayed. Choosing ''My Records'' includes all records owned by you (the logged in User). As record ownership is changed, the records displayed via the ''My Records'' filter also change. | ||
{{Note|<br>When a User creates a record, their User name is displayed in the ''Created By'' field, which never changes.}} | {{Note|<br>When a User creates a record, their User name is displayed in the ''Created By'' field, which never changes.}} | ||
==Owner Fields in Record Forms== | ===Owner Fields in Record Forms=== | ||
By default, the Record Owner field is displayed in the '''Basic Information''' section of a [[Form]]. Optionally, the Record Owner field can be moved to a different section, or deleted from the layout. | By default, the Record Owner field is displayed in the '''Basic Information''' section of a [[Form]]. Optionally, the Record Owner field can be moved to a different section, or deleted from the layout. | ||
==Change Record Ownership== | ===Change Record Ownership=== | ||
{{:Change Record Ownership}} | {{:Change Record Ownership}} | ||
==About Owning Teams== | ===About Owning Teams=== | ||
{{:Owning Team}} | {{:Owning Team}} | ||
Latest revision as of 08:01, 21 October 2016
About Record Owners
A Record Owner is a User who owns a record in an object. Records are assigned to an owner. The owner can be the person who created the record, or has been assigned ownership by another user who has permission to transfer ownership. For example, a team member or team manager might assign a task to a user. In that case, the task is a record, and the user has ownership.
- Compare to: Record Creator
- Users with Change Ownership of my Team’s Records permission can transfer ownership of team members' records
"My Records"
In many areas of the platform, (Views, Reports and Filters, for example) a My Records option is displayed. Choosing My Records includes all records owned by you (the logged in User). As record ownership is changed, the records displayed via the My Records filter also change.
Note:
When a User creates a record, their User name is displayed in the Created By field, which never changes.
Owner Fields in Record Forms
By default, the Record Owner field is displayed in the Basic Information section of a Form. Optionally, the Record Owner field can be moved to a different section, or deleted from the layout.
Change Record Ownership
To transfer record ownership:
- Visit the record to be transferred.
- In the sidebar, click the arrow next to the Owner.
(Alternatively, click the Actions dropdown.) - Choose the assignment option:
- Claim - This option appears for records that are unassigned or assigned to a team. Use it to take ownership yourself.
- Assign to User- Make another user the owner.
- Assign to Team- Give ownership to a team. Any member of the team can then claim the record.
- For Cases and Tasks, you can also add a comment.
The comment becomes part of the case record, and is included in the notification message that goes to the new owner.
Tip: Drag the bottom right corner of the box to make a larger area to type into.
Learn more: Transfer Ownership for a Group of Records
About Owning Teams
Records are visible to Team Members in Views and Reports, based on their Role.
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Tip:
To allow users to view records they do not own, consider creating a Data Sharing Policy.