Now in FreeAgent, you can organize your CRM data according to teams. This means that your FreeAgent CRM account will now have a Team field for each of your Apps including Contacts, Accounts, Deals, as well as any Custom Apps. When your users' Access Level is changed to 'Team' they will have access to all the records assigned to a team. This is a great way to make sure everyone gets access to the records they need to see. For example, you can have a 'West Coast' and 'East Coast' team, assign the sales reps to each team and then, assign the contacts to each team according to their location!
In this tutorial we will cover the following topics:
- Access Level Required to Create Teams
- Navigate to Teams
- Important Notice
- Creating Teams
- Editing Teams
- Deactivating Teams
- Team Access Role
- Team Field
Access Level Required to Create Teams
This feature is available for users with Administrator rights. If you want to create a Team or you need to be part of an existing one, but you don't have access to the Company Settings, then reach out to your team's administrator.
Navigate to Teams
Open the menu and go to 'Settings' to display the available options, then click 'Company Settings' for even more options. Then click 'Roles'. You can also use the search function to get there faster, just start typing 'Teams'.
Administrator users will be able to see all records from all apps regardless of the team they are assigned to.
Note: Each user can only be assigned to one team. If you wish to assign them to another team, you will need to remove them from the original team and then assign them to the new team.
If a user has team access, they won't be able to see any records if they are not assigned to that team.
The team owner field when you create teams doesn't influence the users, for the time being, if you want to add the team owner to the team, you need to assign him/her to the 'users' of the team as well.
Creating a Team
To create a new Team, click the 'Add New Team' button in the top right corner. There are 3 required fields, Team name, Description, and Team Owner. You can also select a Parent team in case the team you are currently creating has a direct dependency on another team. Here you can also assign users to the team. Just click on the field to show the available uers.
Note: If the user's name is not available, that means that the user has been assigned already to another team. Users can be assigned to a single team.
Once you are done setting up your team and assigning users to it, click the 'Save' button. When you create other teams, you will have the option to select one of the existing ones as a parent. This means that all records created by the Child team will also be accessible by the parent team. However, records created by members of the Parent team will not be accessible to the child team.
To make changes to a team, such as adding users, click on the circle right next to the name of the Team you wish to edit, and then click the 'Edit' button. Make the required changes. Once you are done click the 'Save' button.
You have the option to deactivate teams that are no longer need, just click the circle right next to the Team's name and click the 'Deactivate' button.
The Team will be moved to the 'Deactivated Teams', so it won't be visible unless you click on the 'Show deactivated' checkbox. To reactivate it all you have to do is select and click the activate button.
Team Access Role
Now that you have created your Teams and added users to them, there is one final step needed before they can get access to the records assigned to those teams: change the 'Access Role' of the user to 'Team'. To do this, go to 'Users' under Contact Settings. Select the user you want to switch to 'Team' and click the 'Edit' button.
There click under 'Access Level' to display the available options and select 'Team'. Then click the 'Save' button.
Your user will be updated and with the Team access level, he or she will be able to see all records assigned to the team in the Team field.
In order to assign records to a given Team, you will need to activate the Team field. All system apps like contacts, accounts, deals, and custom apps include the 'Team' field. This field is deactivated by default. If you wish to use 'Teams' in a given app, go to System Settings, App Setup, select the desired app and click the 'Show deactivated' checkbox. You will see the 'Team' field there, just click on it and then click the 'Activate' button.
Note: The 'Team' field could be located under a different section in your form.
Whenever you create or edit any record, if you select one of your teams in the 'Team' field, all of the members that belong to that team will have access to that record.