View records only in same team

Hello friends...

I am tasked with our USA folk to only be able to view records within USA. 
Currently all records are Global Team and all users are in Global Team.

Beginning with Contacts module as this task relates to Personally Identifiable Information (GDPR here and also anti-trust in usa)

I have a report I can export for all contacts with a country within USA...  I can export that and then import it with the addition of Team ID & Team Set ID: this sets my new USA TEAM as Primary, global will remain for each record so rest of world fok can still see USA records - but this is the thin end of the wedge I fear and maybe more regionally visible requirements could follow :-(

That, I thought, would result in USA folk who are only in the USA TEAM being able to see only the USA TEAM contact records.  

  • BUT -  I can only see my test contact record (USA TEAM is primary) with my test user (USA TEAM only) when the test user is assigned to that record. If I assign it someone else and pop them into the USA TEAM then test user still cannot see the record???
  • Anything I am missing here?

Thanks in advance - it's quite urgent and a long story! But having spent ages cleaning up a bunch of data ready for this step I am now stuck...
Thank you for any help, Luke.

(Enterprise Cloud v11.0, soon to be 11.1)

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  • Check your Roles.

    It sounds like the Role of your test user may have an "Owner" setting on Contacts that prevents them from seeing records Owned by others, even if they are in the same Team.

    See:

    support.sugarcrm.com/.../

  • OK, I think I found my mistake.   I previously also tried the 'reports to' on the test-user record.. to see if impicit permission was where I needed to go.   I had left test-user as 'reports to' me...  Clearing the reports to field means test user can now see my test contact record.   I will test a bit more before updating all the relevant records, but I think it works now.

    Thanks Francesca.
    Luke.

  • Just wanted to add an update - maybe this will help others who hit a similar scenario.

    During the Import (to update 28K contact records) while logged in as my test-user I could refresh the contacts module list view and see the visible USA team records increasing, all was well...   

    I then had a break and let it finish.

    When I came back to it my test user could not view any records at all!!   Not even my initial test one nor my test import of 5 more!   

    Thinking

    I retraced many steps with no luck. 

    Then I just tried removing the USA TEAM from the test-user and re-adding it - Bingo, all my 28K contact records from the import now with USA TEAM added are visible...

    What on earth that happened for I have no idea and also wonder if that was a similar thing before I even raised this question...  but there you go.  I hope it helps you if you find this.

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  • Just wanted to add an update - maybe this will help others who hit a similar scenario.

    During the Import (to update 28K contact records) while logged in as my test-user I could refresh the contacts module list view and see the visible USA team records increasing, all was well...   

    I then had a break and let it finish.

    When I came back to it my test user could not view any records at all!!   Not even my initial test one nor my test import of 5 more!   

    Thinking

    I retraced many steps with no luck. 

    Then I just tried removing the USA TEAM from the test-user and re-adding it - Bingo, all my 28K contact records from the import now with USA TEAM added are visible...

    What on earth that happened for I have no idea and also wonder if that was a similar thing before I even raised this question...  but there you go.  I hope it helps you if you find this.

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