Gain control over who can see the records in your Apps. Subscribers gives you a way that multiple users can see the same record even if they have individual access. 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. By using this Field, you can enforce individual access to records and still collaborate with teammates when needed.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Only administrator users can enable the Subscribers field.
Let's review how this great feature works. In this tutorial we will cover:
Activate Subscribers Field
Open the menu and go to 'Admin Settings' to display the available options, then click App Setup to display even more options. Then select your desired app and click on 'Form Fields'. You can also use the search function to get there faster, just start typing 'Form Fields'.
You can find the Subscribers Field by enabling the 'Show deactivated' checkbox and scrolling all the way down the list.
If you have 'Form Sections' enabled, the Subscribers fields should be under the 'Default' section.
To enable the field, just click the 'Activate' button.
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. If a user is assigned to the record, they will be able to edit the record, see the Activity Timeline and all the Related Lists. To add one or more team members to a record, edit the record and select team member names from the Subscribers Field dropdown.
You can assign as many team members as you need here. Their access level is not relevant here, as long as you add them to the Subscribers Field, they will have access to the record.
Add Subscribers to Multiple Records
It is also possible to bulk edit your records in order to add subscribers to more than one at a time. This process 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, without changing anything else as it will update all the selected records and save your changes.
You will be able to see all the subscribers in the List View. Those team members will now have access to those records.