Deal owners

```mediawiki Navigation: Main_Page > Deals > Permissions > Deal owners

How can deal owners only see deals assigned to them?

Introduction

The Deal Owners feature in ActiveCampaign allows for tailored visibility within your sales processes. Specifically designed for teams utilizing the deals aspect of sales engagement, this feature ensures that each deal owner can only see deals that are directly assigned to them. This capability is crucial for maintaining focus and privacy regarding specific sales assignments. It not only enhances productivity but also optimizes the management of deals within the pipeline.

By restricting access to deals assigned to others, organizations can prevent confusion and ensure that team members work on their assigned deals without distractions. This feature is particularly relevant for managing contacts and accounts efficiently, thus improving overall sales effectiveness.

How to Access This Feature

To manage and set the permissions for deal owners, you need appropriate admin access within your ActiveCampaign account. Only an account admin can modify permissions related to deal visibility. The relevant settings can be accessed through the main settings menu.

Step-by-Step Instructions

Follow these steps to set up permissions so that deal owners can only view deals assigned to them:

1. Click on Settings (gear icon) from the main dashboard.
2. Navigate to Users and Groups.
3. Select the Groups tab to access user groups.
4. Find the user group for which you want to update permissions and click Edit.
5. In the dialog box that appears, navigate to the Permissions tab.
6. Scroll down to locate the permission settings for Deals.
7. Uncheck the box next to Enable Group Access to All Deals.
8. Click the Save button to apply these changes.

Once you have completed this configuration, all users within the selected group will only be able to see deals assigned to them, enhancing accountability and clarity in deal management.

Configuration Options and Settings

The primary configuration option for controlling who can see which deals is mentioned above:

• Enable Group Access to All Deals - This checkbox, when unchecked, restricts users to seeing only their assigned deals and not those owned by others.

Note that account admins will always retain the ability to view all deals, irrespective of the ownership settings. Furthermore, once permissions are adjusted:

• Users with permission to export deals will only be able to export deals that are assigned to them. This restriction also applies when using the API.
• Deal tasks and deal notes become visible exclusively to the deal owner on the contact page, ensuring privacy among deal owners.
• The Deal Owner filter for a pipeline will no longer be visible to deal owners after this permission is set.

Best Practices and Tips

1. **Set Clear Ownership**: Ensure that the assignment of deals to specific owners is clear and that everyone understands their responsibilities. This helps in minimizing overlap and confusion. 2. **Regularly Review Permissions**: As team structures change, it’s essential to routinely check permissions to make sure they reflect the current organizational layout and needs. 3. **Communicate Changes**: If you make changes to deal visibility settings, communicate these changes to the involved team members. Understanding the rationale behind visibility settings can improve compliance and morale. 4. **Utilize Deal Notes Effectively**: Encourage deal owners to utilize the available deal notes and tasks, as these will only be visible to them, allowing for more personalized deal management. 5. **Training**: Provide training sessions about how to utilize the features effectively and how restrictions can enhance individual productivity.

Troubleshooting

If users are experiencing issues with visibility after configuring permissions: - Verify that the proper settings were saved correctly under the Users and Groups section. - Ensure that the user attempting to view the deals is indeed a member of the group whose permissions were modified. - For problems with exporting deals, confirm that users have the necessary export permissions set in their profiles.

Related Features

This feature is part of the broader Deals functionality in ActiveCampaign, which can include various aspects like deal tracking, task assignment, and notifications. To explore other features like user roles and permission settings, look into the following documentation: - Deals - Permissions

FAQ

Q: Will account admins be affected by these permissions? A: No, account admins will always have visibility over all deals, regardless of any settings applied to deal owners.

Q: Can I revert the permission settings after applying them? A: Yes, permissions can be modified at any time by following the same steps outlined in the instructions.

Q: What happens to deal tasks if I set these permissions? A: Deal tasks and notes will only be accessible to the deal owner and will not be visible to other deal owners.

Q: Is there a way for deal owners to view deals they are not assigned? A: No, once the permissions are set as described, deal owners will not have access to deals not assigned to them.

Q: Can deal owners export deals assigned to them? A: Yes, users can export only their own deals when this option is enabled.

Q: How can I change the visibility for only select members of a group? A: You would need to create separate user groups and adjust permissions accordingly, as the current setting applies to the entire group.

Q: What if I need more granular control over visibility? A: Consider creating more specific user groups or adjusting member roles to better manage visibility needs.

By effectively managing deal ownership visibility via the Deal Owners feature, organizations can streamline their sales processes and improve team efficiency in ActiveCampaign. ```