Do you need more control over who can see the records in your apps? Are you looking for a way in which multiple users can see the same record even if they have individual access? If so, "Subscribers" is the right feature for you. It is a new field that can be used on any object to list the specific team members who have access to a given record. Using this field, you can enforce individual access to records and still collaborate with teammates when needed.
Let's review how this great feature works. In this tutorial we will cover:
- Access level needed to enable Subscribers
- Activate the Subscribers field
- Add subscribers to a record
- Add subscribers to multiple records
Access level needed to enable Subscribers
You can enable the "subscribers" field in the field configuration under "App setup" in the System Settings menu, therefore it requires administrator access.
Activate Subscribers field
Go to your System Settings, and then click 'App Setup' to display the available options, and select the app for which you want to enable this field. There make sure that you are under the 'Default' section and enable the 'Show deactivated' fields. Scroll all the way down to find the Subscribers field and select it. Then click the 'Activate' button and your "subscribers" field will be available for that app.
Add subscribers to a record
Once you have activated the "Subscribers" field, you can edit any record and assign other users to it. This will give access to that record to the users you assign there, it means that they will be able to edit the record, see the activity timeline and all the related lists. To do so, simply edit the record and select one or more of your team members in the "Subscribers" field.
You can assign as many team members as you need here. It doesn't matter if they have 'individual', 'team' or 'company' access. As long as you add them to the "subscribers" field, they will have access to the record.
In the example below, Katelyn's record is owned by Mohan (team access) and Courtney (individual access) was added as a subscriber. Courtney will be able to see, edit and even delete Katelyn's record if needed.
Add subscribers to multiple records
It is also possible to bulk edit your records in order to add subscribers to more than 1 at a time. This procedure is especially useful if you apply filters in order to assign those subscribers to their relevant set of records faster. Once you have determined which records you want to use, select them and click the 'Edit' button.
Then in the "subscribers" field, select all the team members that you would like to give access to the selected records, and without changing anything else as it will update all the selected records, click the 'Save' button.
Once the changes are saved, you will be able to see all the subscribers in the list view. Those team members will now have access to those records.