Admin Advanced Search Security 

What's New?

As a system admin, you have a broader array of options for managing the visibility of advanced search lists. Additionally, the View Only My Properties and View Only My Opportunites permissions have been updated to ensure that the proper contacts associated with a property or opportunity have appropriate access. 

💭 Administrative Advanced List Sharing Options 

As an administrator, you now have the option to designate advanced search lists as default with specified users or roles using the new Default checkbox that will appear only for system admins after sharing an advanced search list. A new  Shared With All option allows you to extend advanced search lists to all Users or Roles.

Keep in mind

• To ensure consistent visibility over who has been granted access, once an admin shares a list with all users or roles, it cannot be removed by individual users or roles,
• If you select Share With All Roles, the list will not be sent to users without an assigned role.
• Checking Default will override the My Default advanced search list for any user or role you share with unless you have selected Share with All Users or Share with All Roles, in which case the default option will not be available. 
• The most recent selection overrides the previous list if you decide to share and default to another advanced search list with the same user or role. 
• If you remove the default shared list from a user or role, the user will see the default system list instead.
  

Full Advanced Search Access Permission 

The Full Advanced Search Access permission will be checked for all users by default. As Admin, you can uncheck this permission for a specific user role to ensure that a user assigned to that role has view-only access. When unchecked, users will only see advanced search lists shared with them, and the More Action, advanced search list options, will no longer be available for the user unless they are on these screens: 

• Work Ticket Drawer of the Schedule Board 
• Opportunity Work Ticket list
• Work Tickets

• You will only see the system default advanced search list if Full Advanced Search Access is disabled under your user role and you do not have a My Default, Created By Me, or Shared With Me advanced search list.
• With a system admin permission enabled under your user role, you will still have full access to advanced shared lists even when the Full Advanced Search Access permission is disabled, as the system admin permission will override it.

💭 View Only My Properties and Opportunities Permissions 

Parameters for the View Only My Properties and View Only My Opportunities permissions have been expanded so that if you are a creator of a property or opportunity, a Sales Reps, Ops Manager, Account Owner, or an Additional User assigned to a property associated with an opportunity or assigned to an opportunity associated with a property, you can access to the related property or opportunity when the View Only My Properties or the View Only My Opportunities permission is assigned to your user role.

Opportunities: Additional Users Bulk Action 

When a System Admin or Edit All Opportunities permission is assigned to your role, you can use a new bulk action on the Opportunities advanced search screen called Add or Remove Additional Users to add a group of additional users to multiple opportunities simultaneously.