Currently opportunities can only be viewed by the owner or the opportunity. Is there a way for the owner of an opportunity to grant view access to someone else?

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Currently the owner of an opportunity is the only one that can actually view the opportunity in our application.  Is there a way an owner of an opportunity can enable someone else on the sales team to either have view or edit access to their opportunities?

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Mark

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Posted 3 years ago

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no problem. 


Just add a List User field to add up to 10 additional viewers called [Additional Viewers].

Then make a new formula checkbox field called [I am the owner or Additional Viewers] with a formula of

User() = [Record owner]

OR

Includes(ToUserlist(User()), [Additional Viewers])

Then adjust your Role Permissions to have a Custom Rules based on [I am the owner or Additional Viewers] is checked.


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Mark

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Mark - Thanks for the explanation.  I have created to two additional fields as you described.  By default when I open an existing opportunity the checkbox is checked.  If I add any names to the Additional Viewers field the checkbox disappears.

1.  Is the checkbox working as you would expect (per my description above)?
2.  What is the difference between the two different formulas for the formula checkbox?
3.  After adding the formula do I need to add all of the existing users to the custom rule?
4.  I am in the Admin Role and everyone else is in the Account Representatives role.  Do I need to create the custom rule for both?
5.  When modifying my Role Permissions do I create the custom rule the same for both view and modify?

I am likely making this much more difficult than it really is.

I think I am really close but I can't quite get it to work.

Thanks,

Mark
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I think I had the formula backwards

try this:
User() = [Record owner]

OR

Includes([Additional Viewers],ToUserlist(User()))
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Q: 3.  After adding the formula do I need to add all of the existing users to the custom rule?  

A: For the Roles which are limited, they would need to have this Custom Rule added to their Role.


Q: 4.  I am in the Admin Role and everyone else is in the Account Representatives role.  Do I need to create the custom rule for both?

A: No; Just for the Roes whic are limited., The Admin Role needs to be able to see all records.


Q: 5.  When modifying my Role Permissions do I create the custom rule the same for both view and modify?

A: The View access should be based on the Custom Rule based on this formula field.  The edit rule depends on who should be allowed to edit.  If all those who can view should also be able to edit, then yes, same Rule. But more likely these [Additional Viewers are not allowed to edit, so maybe it is just the [Record owner] who is allowed to edit their own records when in that Role.
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Q: 2.  What is the difference between the two different formulas for the formula checkbox?

A:

User() = [Record owner] // this checks if the current user is in fact the record owner.

OR  // this is "OR"

Includes([Additional Viewers],ToUserlist(User()))  // this checks if the current user is in the list of Additional Viewers.
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Mark

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I added the Includes([Additional Viewers],ToUserlist(User())) formula to the formula checkbox field.  When I go into an opportunity that I own I cannot check or uncheck the box.  When I add a user to the Additional Viewers field they still can not see the opportunity in question.  I also made the  custom rule in the role the following for both view and modify:
'additional viewers' -> includes  -> 'the current user'
Is this correct?
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Can you contact me off line via the information in my Profile and i will have a quick look at your app.  Also, can you post your current formula for the formula checkbox field?
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Mark

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I am using the following formula for my check box field:

Includes([Additional Viewers],ToUserlist(User()))

Will contact you shortly.
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You need to have the whole formula. That is just half the formula.

User() = [Record owner]
OR
Includes([Additional Viewers],ToUserlist(User()))