Multi-User Assignment Migration Overview

Objective

This article is intended to provide information to existing Outreach Admins on aspects of governance that need to be considered prior to migrating to the Multi-User Assignment. 

Applies To

• Outreach Admins

Overview

Review the Multi-User Assignment Overview for details about the feature.

Feature Changes

The fundamental concept in Multi-User Assignment is that it’s a co-ownership or equal-privilege model of ownership of the underlying record - Prospect, Account or Opportunity - through the newly assigned relationship.

That means any existing record permission that applied to a single owner previously will now apply to all the assignees whether or not they are marked as the ‘owner’ of the record. For example:

1. Users who previously only had access to records ‘Owned by them’ will now have access to any record ‘Assigned to them’, including records where they are marked as the ‘owner’ as well as those they are simply ‘assigned’ to.
2. Similarly, users who were able to access records ‘Owned’ by their ‘Direct reports’ and/or ‘Peers’ will now be able to access resources that are ‘Owner’ as well as ‘Assigned’ to their ‘Direct reports’ and/or ‘Peers’.

Note: This only applies to Prospect, Account, or Opportunity records. Multi-User Assignment is not enabled in other areas of the platform (e.g. Triggers, Sequences, Tasks). You can read further on the sections below.

CRM Users

Customers who want to manage user assignments in a CRM only and sync them into Outreach as unchangeable have an additional step prior to migration.

By default, Outreach keeps the value between the ‘Owner’ and ‘Assignee’ fields in sync to ensure the existing governance implementations continue to work after the Multi-User Assignment experience has been enabled. This is achieved through the ‘owner-assigned replication’.

While Outreach recommends customers keep the ‘owner-assigned replication’ on, customers who want to use their CRM to fully manage assignments, in addition to disabling edit permissions as described above, can disable the replication service. The process to disable replication is below

1. Log in to Outreach as an Admin.
2. Click Settings > Org > General.
3. Navigate to Multi Assignment.
4. Click Edit.
5. Click Disable.
   
   

Migrating to Multi-User Assignment

To enable Multi-User Assignment, please submit a technical support request.