How can you manage CRM data access and permissions across different teams?

Managing CRM data access and permissions across different teams is a crucial task for ensuring data quality and security, as well as fostering collaboration and efficiency. However, it can also be challenging, especially if you have a large and diverse CRM database, multiple user roles and profiles, and complex business processes. In this article, we will share some tips and best practices on how to manage CRM data access and permissions across different teams, using some common scenarios and examples.

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1 Understand your data structure and hierarchy

The first step to manage CRM data access and permissions across different teams is to understand how your data is structured and organized in your CRM system. Depending on the CRM platform you use, you may have different levels of data granularity, such as accounts, contacts, leads, opportunities, cases, activities, etc. You may also have different types of data relationships, such as parent-child, lookup, master-detail, etc. You should map out your data structure and hierarchy, and identify the key data entities and attributes that are relevant for each team and business function.

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Sara Majd-Faridi

SIEM Security to Securities. +1(714)395-1776 Professional Guard & Driver. Emerging Account Supervisor
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For 2023, three systems of CRM are collaborative, analytical, and operational. How we create better conversational customer experiences to serve you and your customers is predetermined by the software package you choose. We use ClickUp, HubSpot, Zendesk, Freshworks, and Microsoft Dynamics. Salesforce has developed into a larger platform that can build a parent and child master list in great detail. The hierarchy identifies the key data entities relevant to team building. It is a functional business tool.

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2 Define your user roles and profiles

The second step to manage CRM data access and permissions across different teams is to define your user roles and profiles. User roles and profiles are the main tools to control who can access, view, edit, delete, or share data in your CRM system. User roles are typically based on the job function or responsibility of the user, such as sales manager, customer service agent, marketing specialist, etc. User profiles are typically based on the data access level or scope of the user, such as standard, custom, admin, etc. You should create user roles and profiles that reflect the needs and expectations of each team and business function, and assign them to the appropriate users.

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Ryan Gunn

Helping HubSpot marketers juice the orange 🍊 | Author of Hubsessed, a weekly HubSpot newsletter 🧡
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User roles and permissions are critical to ensuring teams only have access to what they need, but so is customizing the platform for different teams. If the marketing team goes to a contact record, they should see different properties, reports, cards, and data highlights than if a salesperson visits the same contact. While marketing might be interested in their original source, number of emails opened, and last form submitted, sales might be more interested in their lead score, buying role, and LinkedIn profile URL. Customizing records and views based on the role of the person viewing them can go a long way toward improving user adoption and creating efficient processes.

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3 Configure your data access and permissions settings

The third step to manage CRM data access and permissions across different teams is to configure your data access and permissions settings in your CRM system. Depending on the CRM platform you use, you may have different options and features to customize your data access and permissions settings, such as record ownership, sharing rules, security settings, field-level security, validation rules, etc. You should configure your data access and permissions settings to match the user roles and profiles you have defined, and to ensure that each team can access and manipulate the data they need, without compromising the data quality and security.

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4 Test and monitor your data access and permissions

The fourth step to manage CRM data access and permissions across different teams is to test and monitor your data access and permissions settings in your CRM system. You should perform regular tests and audits to verify that your data access and permissions settings are working as intended, and that there are no data leaks, breaches, or errors. You should also monitor your data usage and activity, and track any changes or updates to your data access and permissions settings. You should use reports, dashboards, alerts, logs, or other tools to measure and analyze your data access and permissions performance, and identify any issues or opportunities for improvement.

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5 Communicate and train your users

The fifth step to manage CRM data access and permissions across different teams is to communicate and train your users on how to use your CRM system and data effectively and responsibly. You should inform your users about the data structure and hierarchy, the user roles and profiles, and the data access and permissions settings in your CRM system. You should also provide them with clear and consistent guidelines, policies, and procedures on how to access, view, edit, delete, or share data in your CRM system. You should also offer them training and support on how to use your CRM system and data features and functions, and how to troubleshoot any issues or problems.

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6 Review and update your data access and permissions

The sixth step to manage CRM data access and permissions across different teams is to review and update your data access and permissions settings in your CRM system periodically. You should evaluate your data access and permissions settings against your business goals and objectives, and your user feedback and satisfaction. You should also consider any changes or developments in your business environment, such as new products, services, markets, regulations, etc. You should adjust your data access and permissions settings accordingly, and communicate and train your users on any changes or updates.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you manage CRM data access and permissions across different teams?

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1 Understand your data structure and hierarchy

2 Define your user roles and profiles

3 Configure your data access and permissions settings

4 Test and monitor your data access and permissions

5 Communicate and train your users

6 Review and update your data access and permissions

7 Here’s what else to consider

Customer Relationship Management (CRM)

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How can you manage CRM data access and permissions across different teams?

1

2

3

4

5

6

7

1 Understand your data structure and hierarchy

2 Define your user roles and profiles

3 Configure your data access and permissions settings

4 Test and monitor your data access and permissions

5 Communicate and train your users

6 Review and update your data access and permissions

7 Here’s what else to consider

Customer Relationship Management (CRM)

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