Enhancements in user management: Listing and managing subordinates

Last modified on 14/06/2023: The enhancement for listing and managing subordinates is now available for all Zoho CRM users in all DCs.

Dear All,

We are thrilled to introduce you to an enhanced user management flow in Zoho CRM which involves listing and managing "Subordinates" in Zoho CRM. With this enhancement, you will have better control over how your organization's users work and collaborate with each other.

List Subordinates only

Currently in CRM, a user can assign records to any other user in the organization if they have permission to view and update records. However, in an ideal business scenario, when there are multiple departments with different hierarchies within the Org, you would want users to assign, share records or collaborate within the team.

For example, a US Sales Executive shouldn't be assigning work to Sales Managers or Directors or other users from different teams/hierarchies.

This is when admins can enable List Subordinates Only permission for the profiles, which will restrict the user lists in assignment places to subordinates only. i.e. only subordinates of the particular user will be listed in record owner assignment, record sharing, user lookup fields, and note mentions.

Enabling this option for any profile would restrict the users from assigning records to other employees apart from their subordinates, even if they have 'Manage User' permission.

Please note that,

In a role-based hierarchy - users who have roles lower than you will be your subordinates.
In reporting hierarchy - users who are reporting to you, subsequent users down the hierarchy and users who are not reporting to anyone else will be your subordinates.

'Subordinates only' for user management

Thus far, anyone with the Manage Users permission could update the details of all other users in the organization. We have brought a change to this. With the latest enhancements, the Manage Users permission will be split into 'Manage All Users' or 'Subordinates Only'.

For example, the delivery team manager can only view or update subordinate users and shouldn't be viewing other users' details or updating them.

If a user has permission to manage Subordinates only, then:

They can view only the subordinate users in the user list under Users and Control.
They are allowed to update the subordinate users' personal information and not their Roles/Profiles/Reporting to information
They cannot add new users.

Points to be noted

The 'list subordinates only' permission will be turned off by default. Admins need to enable it manually if required in their organizations.
For admin profiles, the permission will be locked, and cannot be toggled on.

That's all about the enhancement. Check detailed permissions for profiles in our help doc.

Thank you.

P.S. This enhancement is being rolled out for all users in a phased manner and is already available in the AU, JP, and CN DCs.

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