Managing Record Visibility and Security through Owner and Editor Groups

Managing Record Visibility and Security through Owner and Editor Groups

Each Record in AdvisorEngine CRM is assigned an Owner Group and an Editor Group. These control who can view the Record and who can make changes to the Record, respectively. By default, all Records are assigned the Owner Group and Editor Group of Everyone.

To limit who can see a Record, adjust Owner Group settings. To limit who can edit a Record, adjust Editor Group settings. The process is the same regardless of which you are looking to adjust.

Record visibility can also be controlled using the Offices feature.

Defining User Groups

To assign an Owner Group or an Editor Group to a Record, you must first create and define the User Groups you intend to use. See User Group Management for details.

Assign User Groups to Records

On an individual Record, Owner and Editor Groups appear as part of the Record Level Profile Information located in Details > Profile Information. Owner and Editor Groups can also be configured to appear and be edited on the Record Summary card.

  1. Open the Record you want to edit.
  2. Navigate to Details > Profile Information.
  3. Click edit on the Owner Group or Editor Group line.
  4. Select a defined User Group from the drop-down.
  5. Click save to commit your changes.
  6. Repeat for each Record that needs to be reassigned to a new Owner Group or Editor Group.
Tip: Alternatively, the Owner Group and Editor Group can be changed for multiple Records at a time using the Record Data Change Tool.
Attention! Make sure the Users you assign to the Editor Group are also members of the Owner Group or they won’t be able to see the Records they can edit!

User Groups can also be used to give or limit access to specific sections of the Record Detail. See Feature Security for more details.

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