FAQs: Record Owner - Role Hierarchy
This page covers the significance of 'Reports to', determination of record owners, the relationship between Users' fields and the Record Owner dropdown, sharing data with peers, changing default record owner choices, and assigning ownership in the hierarchy system.
What does "record owner" mean and how is it determined?
The "record owner" is the user who possesses ownership of a particular record within the application. Ownership is determined based on who added the record in the live mode. There are two types of record owners: "Added User," the person who adds the record, and "Selected User," the user chosen from a dropdown of all application users when the record is added.
How do field names of Users' fields relate to the Record Owner dropdown?
If User fields' names are added to a form, they appear in the Record Owner dropdown. When a user is chosen from this dropdown while adding a record, that user is considered the record owner for data in that specific field.
What does "Share Data with Peers" entail?
"Share Data with Peers" allows records that have been added by a user to be visible to other users who share the same role. This enables colleagues with the same role to view each other's records.
How can I change the default record owner choice in a form?
To change the default choice for record owner in a form:
- Open the form builder.
- Access Form Properties by clicking the Settings icon in the top-right corner.
- Go to the Role hierarchy section where "Added User" is initially selected.
- Click the dropdown and select the desired user field. The change is automatically saved.
Where can I see the updated record owner choice in the Role Hierarchy section?
The change you make to the record owner choice in the Form Properties will be reflected in the Role Hierarchy section.
You can find this section under Settings -> Users -> Roles.
Can I assign ownership to different roles in the hierarchy using this system?
Yes, you can. The "Reports to" hierarchy allows you to choose a role under which users are organized. This, in turn, affects where the role stands in the organizational hierarchy and who can be assigned as record owners for the records associated with that role. Learn more about roles and role Hierarchy.
Related Help Docs
- Set user as record owner
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