Feature Availability

Vtiger Editions: One Pilot | One Growth | One Professional | One Enterprise | One AI

Introduction

A group is a set of users. It represents your company's teams, such as the sales team, the customer support team, etc.
Why is a group necessary?

• To assign a record to a team.
• To automatically assign multiple records to team members within a group using different Assignment Rules.
• To mention a team in internal comments.
• To share insights such as reports, lists, dashboards, etc., with multiple users or teams.

User Management consists of the following key components that work together:

• Users represent your employees who can sign in to the CRM and use its features.
  • For example, Jenny, a Sales Manager, and Mark, a Support Executive, have their own logins.
• Roles define a user's position in your organization's hierarchy.
  • For example, Jenny is assigned the Sales Manager role, while Alex reports to Jenny as a Sales Representative.
• Profiles determine the modules, fields, and actions a user can access.
  • For example, a Sales profile is created, providing access to all the features in the Sales app.
• Groups allow multiple users to collaborate and share ownership of records.
  • For example, a Sales group is created with the sales team as members.
• Sharing Rules extend record access beyond the role hierarchy when collaboration across teams is required.
  • Visibility Settings control who can view, edit, delete or share records across the organization.
  • For example, a Sales Representative can create and edit Leads but cannot access CRM Settings, whereas a Sales Manager with Admin user type can access all modules and settings.

Together, these components ensure that users have access only to the information they need while enabling teams to collaborate securely and efficiently.

Creating a Group

You can create and manage groups only if you are an Admin user.

Follow these steps to create a group:

1. Log in to your CRM.
2. Click the User Menu in the top right corner of the CRM screen.
3. Click Settings. The Settings page opens.
4. Look for the User Management section.
5. Select Groups. The Groups page opens.
6. Click +Add Group.
7. Enter the following information:
   1. Group Name: The name of the group, such as bloggers, sales team, etc.
   2. Group Email: The group email address, such as [email protected]
      1. Note: The group email is configured under Settings > Configuration > Email Settings. It is not the same as Group Mailboxes in Inbox
   3. Description: A brief description of the group 
   4. Group Members: The members of the group. You can add users, groups, roles, and subordinates here
8. Click Save.

Assigning Records to a Group

Assigning records to a group is a simple process. In most situations, records are assigned to individual users. However, sometimes you might need to transfer them to a group.

For instance, if a support team member is on leave for the day, the customer case assigned to them may not be resolved in time. In such a situation, you can reassign the case to a group. This way, any available group member can pick up and resolve the case within the given time.

Follow these steps to assign a record to a group:

1. Log in to your CRM.
2. Go to the main Menu.
3. Select a module. For example, if you wish to assign an invoice to a group, go to Inventory > Invoices.
4. Open the record that you want to assign to a group.
5. You can assign the record in the following two ways:
   1. From the Edit icon in the top right corner of the window.
      1. Click Edit.
      2. Look for the Assigned To field in the Basic Information section.
      3. Select a group from the drop-down.
      4. The Search option in the Settings List View helps you quickly find specific records.
   2. From the Details widget on the sidebar.
      1. Click the Details widget on the sidebar (on the right of the screen). The Basic Information section opens. 
         1. Note: The sidebar expands when you hover over it. 
      2. Scroll down to the Assigned To field in the Basic Information section.
      3. Select a group from the drop-down.
6. Click Save.

Deleting a Group

Follow these steps to delete a group:

1. Log in to your CRM.
2. Click the User Menu in the top-right corner of the CRM screen.
3. Click Settings. The Settings page opens.
4. Look for the User Management section.
5. Select Groups. The Groups page opens.
6. Hover over the group that you want to delete.
7. Click Delete.
8. Select another group to transfer ownership of the group being deleted. 
   1. Note: It is important to transfer ownership because every record in the CRM needs to be owned by a user. 
9. By following the steps below, you can transfer all records assigned to the group to another group. 
   1. Click the Transfer ownership To drop-down to transfer ownership.
   2. Select a user or a group.
   3. Enable the Transfer Closed records checkbox to transfer closed records to another user or group.
10. Click Save.