locked
Sharing CRM Contacts RRS feed

  • Question

  • Hi,

    I'm new to CRM, and I just installed it a while ago in the company for testing purposes.
    One of the users created the accounts and contacts, and now he wants to share it amoung other usesrs of CRM.  We tried the share contacts option selecting the users to share the contacts, but in fact the contacts are never shown on the other users except for the one who created them.
    What am I missing here?

    Thanks.
    Saturday, March 14, 2009 4:19 PM

Answers

  • Hi David -

    Glad to hear you're evaluating MSCRM - you'll find it to be a great platform.

    Your user may be sharing the contacts correctly - but are the other users still looking at the 'my contacts' view? - Change the filter drop-down (upper right corner of the contacts view) to 'all contacts' and users will see all contacts that they have permissions to see.

    (The "My .... " views (contacts/accounts/opportunities, etc) all filter based on the owner/current user - so even if a contact was shared with me, if I don't own it, it won't appear in the list of "My Contacts".)

    If you're using out of the box security, most of the security roles have all rights to see / edit  all contacts and accounts. - As you fine-tune your security roles sharing may be needed - but my guess is that it's not neccessary yet for you if you're using unmodified security roles.

    Hope that helps.
    Scott Sewell, CustomerEffective | http:\\blog.CustomerEffective.com | Twitter:@ScottSewell
    Saturday, March 14, 2009 8:38 PM
    Moderator

All replies

  • Hi David -

    Glad to hear you're evaluating MSCRM - you'll find it to be a great platform.

    Your user may be sharing the contacts correctly - but are the other users still looking at the 'my contacts' view? - Change the filter drop-down (upper right corner of the contacts view) to 'all contacts' and users will see all contacts that they have permissions to see.

    (The "My .... " views (contacts/accounts/opportunities, etc) all filter based on the owner/current user - so even if a contact was shared with me, if I don't own it, it won't appear in the list of "My Contacts".)

    If you're using out of the box security, most of the security roles have all rights to see / edit  all contacts and accounts. - As you fine-tune your security roles sharing may be needed - but my guess is that it's not neccessary yet for you if you're using unmodified security roles.

    Hope that helps.
    Scott Sewell, CustomerEffective | http:\\blog.CustomerEffective.com | Twitter:@ScottSewell
    Saturday, March 14, 2009 8:38 PM
    Moderator
  • How about taking this a step further.  I've shared the record, I am not the owner.  I do see it the Active Contacts view, don't see it in My Active Contacts as you explain above.  How do shared contacts work with the Outlook integration?  I would expect I'd see it sync to my Outlook contacts but it didn't.

    Thank you.

    Mark

    Wednesday, September 15, 2010 3:29 PM
  • If you are not the owner of the Contact, it will not automatically sync to Outlook.  It will also not show in the My Active Contacts view since you are not the owner.

    Regards, Donna

    Wednesday, September 15, 2010 3:41 PM
  • The "My Contacts" view only shows contacts where you're the owner. (It does not take 'shares' into consideration.)

    You can create additional views, but there are no queries to run that examine the 'shares' to create filters based on those shares.

    The default Outlook synchronization rules also only synch contacts where you're the owner. - you can modify those rules to include additional contacts. - Take a look at the documentation around setting up "Local Data Groups" in your outlook client to configure additional rules around which contacts you want synched.

    http://blog.customereffective.com/blog/2008/08/microsoft-dynam.html

    http://blogs.msdn.com/b/crm/archive/2009/08/18/synchronizing-crm-contacts-i-do-not-own-to-my-outlook.aspx

     

     

     


    Scott Sewell, CustomerEffective | http:\\blog.CustomerEffective.com | Twitter:@ScottSewell
    Wednesday, September 15, 2010 3:46 PM
    Moderator
  • Thanks Scott.  It wasn't completely clear in any of the documentation that only the Owner items synchronized.  We'll come up with some creative solution as this isn't something we can manually manage through adjusting filters for individual users or creating a Marketing List specific to an individual.  See you in Greenville next month.

    ______________________________________________

    Mark Facer, Republic Mortgage Insurance 

    Thursday, September 16, 2010 11:51 AM
  • Mark -

    There are some alternative ways to handle this - catch me at the user conference and we can discuss some options for you.

    Scott.


    Scott Sewell, CustomerEffective | http:\\blog.CustomerEffective.com | Twitter:@ScottSewell
    Thursday, September 16, 2010 1:03 PM
    Moderator