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Wesley CWesley C 

Limiting and Allowing Information Based on Record Type

In our business unit we have multiple sales channels that are handled in segments by certain reps on our sales and account management teams.  As we scale, and require the segmentation to become more and more defined, we are finding that we'd actually like to limit the search function for certain reps according to the channel (Account Record Type), as well as divide the information available to each group to be only what is important and useful to that business unit.


Any thoughts on how to accomplish this task?


Wes T.C.


You can't use Record Types for that purpose. Record types affect which page layout is displayed to a user, and the values available in picklist values.


Instead, consider taking a look at Territory Management or Divisions. The former is a feature that allows administrators to make territories, which can be used as a form of account sharing; a territory of "major accounts" might give a group of users access to accounts with more than one million annual revenue, while the "Northwest" territory might give a group of users access to all accounts located in particular states. Divisions is a "large database" feature that is generally only used for organizations with more than one million records in a single entity. It allows you to restrict searches by just a particular division.


Territory Management allows one record to have multiple territories. If a user doesn't share any territories with a record, they are denied access (if no other configuration settings grant access). In contrast, divisions allows only one single division to be assigned to a record, and users are not denied access based on divisions-- they instead use divisions to focus their search in a particular area.


If you have a ton of data, take a look at Divisions to help you out. If it's relatively little data, consider using sharing rules or territory management. A wide-open system is only useful to smaller teams, so you might consider locking down access to a private model and use sharing rules, where possible.


It would probably be worth your time to talk to Support about your exact scenario and see if they can steer you in the correct direction.