Record Ownership

Record ownership is an important concept in CSM because it affects security and licensing: security because ownership controls who has particular rights to a record and licensing because non-owners typically require a license to edit a record via the Portal. Moreover, it differs depending on whether the record owner is a User or a Customer.

The following people can be record owners:

• Primary User: A record is usually owned by a single User.
• Customer: A record might also be owned by a Customer if the Customer is the requestor (is assigned to the record) and has rights.
• Team: A record might also be owned by a Team it if it is explicitly assigned to the Team.
• Customer Workgroup: A record might also be owned by a Workgroup it if it is explicitly assigned to the Workgroup.

Record ownership rights can be extended to the following people:

• Department Member: Any person assigned to the same department as the record owner. Typically, this is just for a User.
• Manager of owner: Person designated as the manager of the record owner. This is for a User or Customer.
• Team/Workgroup Member: Any member of the Team/Workgroup owning the record.
• Team/Workgroup Manager: Person designated as the manager of the Team/Workgroup owning the record.

To set record ownership:

1. Open the Business Object Properties window:
   1. In the CSM Administrator main window, click the Blueprints category, and then click the Create a New Blueprint task.

      Note: If working on a saved Blueprint, open the existing Blueprint.

   2. In the Object Manager, click (New Object) in the Object tree, and then click the New Business Object task from the Structure area.

      Note: If working on an existing Business Object, open the Business Object Editor for that Business Object, and then click the Bus Ob Properties button.

      To open the Business Object Editor:

      1. In the CSM Administrator main window, click the Blueprints category, and then click the Create a New Blueprint task.
         Note: If working on a saved Blueprint, open the existing Blueprint.

         The Blueprint Editor opens, showing the Object Manager in its Main Pane. The Object Manager lists the existing Business Objects.

      2. In the Object Manager, click a Business Object in the Object tree, and then click the Edit Business Object task in the Structure area (or double-click a Business Object in the Object tree).

         Tip: You can also click the Edit Business Object button on the Blueprint Editor Toolbar to open the Business Object Editor.

2. To activate ownership tracking for a Business Object:
   • Select the Track owner check box to track Business Object ownership by User.
   • Select the Track team owner check box to track Business Object ownership by Team.
     CAUTION:

     Clearing either check box deletes the Owned by and Owned by ID Fields for the Track owner selection, and the Owned by Team and Owned by Team ID Fields for the Track team owner selection. Users are prompted to continue upon clearing the check boxes.
3. Set the Record Ownership Holds property.
   Tip: To simplify your setup, CSM set the ownership property on some standard Fields in your Starter database.
4. Set Business Object rights based on ownership: Business Object rights are set at the Business Object level in a Security Group (CSM Administrator>Security>Edit security group>[User/Customer Security Group]>Business Objects tab>Business Object). Rights are typically View, Add, Edit, and Delete. Rights can be set for all owners/extended owners, or they can be set differently for record owner, department member, manager of owner, Team/Workgroup member, and Team/Workgroup manager.