This entry is part of our Feature Review Series. These short, to the point blogs strive to provide a quick snapshot of information to a user looking for a quick overview of a feature, how it's managed or configured, some insight into how a business / organization would use it, and provide links to resources or tutorials for a deeper dive.
In many ways, it's exactly what it sounds like: a user can allow another user access to a record they own or have rights to.
But there are a number of things to understand about this feature to be able to leverage it properly.
Let's dive in to understand the details!
One of the best ways to explain how sharing works is to highlight a use case example of the tool in action.
Let's say we have a system where Account records are visible only to the user level.
However, there might be a situation where a colleague of mine has an interaction with one of those Accounts (say, for example, someone has gone on vacation but the customer calls in to get support).
In order to get the other user visibility on the record, it can be shared with them. This is a feature found on the command bar of the record itself, as shown below.
Note that the location of the Share button may vary based on configurations you have within your record.
When clicked, a new window will open. At time of writing, this window still reflects the former UI experience. This could change anytime as Microsoft continues to modernize the platform.
Now that we're on the Sharing window, let's talk a bit about how this feature works.
On the left we have the Common Tasks area.
On the right you find a number of options in a grid format. These are the various functions you can control for a user you are sharing a record with.
Security Roles control access to sharing of records. It can be turned on or off for a specific security role. Let's take a Sales Manager and Salesperson example.
The Sales Manager security role might allow them the ability to share Account records, however the Salesperson security role may not allow it at all.
This example would look like what you see below:
In some organizations, data is open to all users, so the concept of sharing may not apply. But, if you are in an organization where data on any record is controlled down to the user level, sharing might be a way to allow other users access to the record to view the data or even make necessary changes.
We hope this gives some insight into how this feature could be used. Interested in discussing this further? Contact C5 Insight today!
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