Enterprise CRM: Understand Privacy Settings

What Are Privacy Settings?

Privacy settings within Enterprise CRM will dictate what information other users can see on records.

  • Some records can be public and are viewable and able to be modified by everyone using Enterprise CRM.
  • Some records can be public view-only, which means that all Enterprise CRM users can see these records and their associations with other public records but only users within the record owner's business unit will be able to modify those records.
  • Most record types within Enterprise CRM are private, which means that only users within your business unit are able to see or modify them.
  • Some information within CRM, such as Notes and Events, can be made private to you and no one else using CRM will see them.

How will I know if a record is Private?

Object/Record type is the main driver behind what privacy setting information has. 

  • Bios records and the information contained within them are always public and can be viewed or manipulated by anyone within Enterprise CRM.
  • Organization and Contact record types are mostly public.The main information of the Organization and Contact records are visible to all users, and anything created directly from the Organization or Contact records not associated with another record type that is private will also be visible to all users. 
    • Note: If there is private information that needs to be added to the Organization or Contact record Reserved Organization Data or Reserved Contact Data records can be used to add private information that only your business unit can see.
  • Interested Party records are public view-only, so everyone can see them but only Users from the business unit of the Interested Party Owner are able to add Interested Party Assignments or modify the Interested Party information.
  • Most other record types are private and will only be seen by other users in your business unit. 
    • Note: Associating a private record, such as an Opportunity, to the same Task or other item as a public record, such as Contact, will remain private and visible only to your work unit.
  • Sharing settings can be manipulated to share certain records with more Users than the default, but you are unable to further restrict access to individual records beyond what has already been set.

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