I recently had a conversation with a customer about how to prevent other Sales Reps from calling/contacting other Sales Reps customers or even seeing the email communications between other Sales Reps and their customers/prospects. This conversation comes up a lot, so I wanted to add this post so people are aware that GoldMine can HIDE records from certain GoldMine users, that shouldn’t see certain records. If your organization has a need such as this, please read on, and if you would like to discuss your needs further please contact First Direct Corp. so we can discuss your specific needs further and determine the best course of action.
Contact records can be owned by everyone (Public), by a single User, or by a User Group. Ownership determines security (who can edit/update) on contact records. Consider the following when setting record ownership:
- Records owned by (Public) can be viewed and edited by all users. Viewing and editing security rights can be set on individual fields.
- Record Ownership is used when record curtaining (see Record Curtaining) is applied. Ownership is stored in the Owner field in the Contact1 table.
- Ownership can be set when you:
- Create a Contact Record
- Configure Record Ownership
Record curtaining lets you hide information in a contact record from those individuals who do not “own” the record. With record curtaining active, if you try displaying a contact record you do not own, the lower portion or all of the contact record is “curtained,” hiding the data from view.
NOTE: The Record Curtaining “status” is stored in the Contact1 table. The level of curtaining is stored in the second position in the Status field. A blank or zero indicates no curtaining, a 1 indicates partial curtaining, a 2 indicates complete curtaining, and a 3 indicates semi-partial curtaining.
Record curtaining is controlled by the record Owner. Each contact record can be either “public” or “private.” When a new record is added to the database, ownership defaults to (public). Public records can be viewed by all GoldMine users. Private records are records with an assigned owner, either an individual GoldMine user, or a user group. If you select complete record curtaining, private records can be viewed only by their owners, or by members of the owner user group. If you select partial curtaining, other users can see only the company, contact, and phone number for the private records.
NOTE: When a non-owning user performs global operations, such as mass deletions or field updates, GoldMine ignores completely curtained records. In addition, scheduled activities linked to a curtained record appear as unlinked to unauthorized users.
- None: All users can view the entire Contact Record.
- Semi-partial (hide tabs): Users who are not record owners can view the upper four panes, but cannot view the Tabs.
- Partial: Users who are not record owners can view only the contact name, and phone number areas.
- Complete: Users who are not owners cannot access any of the contact information.
To set the record curtaining, select Edit > Record Properties > Record-related Settings, Then click the Ownership tab.
TIP: The Global Replace Wizard can be used to perform a mass update to change ownership of multiple records.