Shared User Data

This article describes how to establish access to "Shared User Data" within the CRM. It is organized into the following sections:

• Overview
• How to Access
• How to Use
• Examples
  • Scenario 1
  • Scenario 2

Overview

Shared User Data is a setting that allows Users you are editing to gain access to contacts that are assigned to other Users. You may share user data either by Role or Team, or you can share this data to individuals.

How to Access

1. Log in to the FORTH CRM, 
2. Click the Admin tab, and then 
3. Click the white arrow on a green background to the right of the User you wish to edit.

On the Edit User page that appears, scroll down to the bottom of the page to the "Shared User Data" section (see below). This is where the users are located, whose contacts are visible to the user you are editing.

How to Use

The "Shared User Data" tool now uses smart groupings to help you manage permissions efficiently.

1. View Available Users and Groups: Click the Shared User Data link to display the list of available users and groups.
2. Select by Group: Instead of scrolling through a list of names, you can now select categories such as Roles, Teams, Companies, or Sub-companies.
3. Combine Selections: You can select multiple groups and individual users simultaneously. For example, you can share data with the "Sales Team" and one specific "Manager" at the same time by using Ctrl + left click to highlight them.
   
4. Automatic Updates: When you select a group (like a "Team"), the system automatically includes every user currently assigned to that group. If a new employee joins that team later, they will automatically receive access without you needing to update the settings.
5. Save when Finished: When you have completed your changes, click Save User in the Navigation Bar.

NOTE: Your existing individual user selections and the "Everyone" option remain available.
Select "--Everyone--" to have access to all contacts, regardless of user.

Examples

Below are two scenarios that describe the steps to follow to enable the sharing of user data:

Scenario #1

"I want our president/owner to have access to all contacts"

1. Locate the president/owner's User from the Admin tab, then click the right-facing white arrow to edit.

2. In the Shared User Data dropdown menu, select --Everyone--.

3. Return to the top of the page, and Click Save User in the Navigation Bar.

For changes to take effect, the owner/CEO User must log out of the CRM.

Scenario #2

"I want our Sales Manager to have access to all contacts assigned to Sales Users."

1. Locate the Sales Manager's User from the Admin tab, then click the right-facing white arrow to edit.

2. In the Shared User Data box, select each Sales User (Ctrl + left click to highlight multiple).

3. Return to the top of the page, and click Save User in the Navigation Bar.

For changes to take effect, the Sales Manager User must log out of the CRM.

NOTE: This feature can be used when re-assigning contacts or creating contact lists based on a specific user's data.

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