How to Set Up Multi-User Assignment

Purpose

The purpose of this article is to provide information to Outreach Admins and Users regarding the Multi-User Assignment feature.

Intended Audience 

• Outreach Users
• Outreach Admins

You can learn more about the feature in the Multi-User Assignment Overview.

Process

Test User and Profiles

Create Users inside the Outreach Environment

1. Log into Outreach.
2. Click Users.
3. Click + User.

For test users, create an email address in your sandbox that is different from their production email address. Adding “+sandbox” to the email name will treat the account as a different instance for Outreach but the same for an email mailbox. 

To test how different roles with different permissions are behaving, you may create multiple accounts in the Outreach sandbox with different suffixes such as “+sandboxAdmin” or “+sandboxSDR”. In the example below, three users were created with emails: alice.doe+sandbox@outreach.io, alice.doe+sandboxAdmin@outreach.io, and alice.doe+sandboxSdr@outreach.io.

Assign Profiles

1. Select a user.
2. Click Assign Profile.

Different profiles can be assigned via the Assign Profile button that appears above the user table when one or more users are selected by ticking a checkbox to the left of the user name. For example, two users with emails alice.doe+sandboxAdmin@outreach.io and alice.doe+sandboxSDR@outreach.io can have different permissions associated with them.

Verify Feature Enablement

1. Navigate to Accounts. The Account table should have an Assigned column.
2. Navigate to Accounts and click on any account. The left sidebar should show Assigned where Owner used to be. 
3. Click Edit. This should open a multi-selector to enter more than a single name into the assigned field.

If you can enter multiple users in the assigned field, your multi-assignment functionality is enabled. 

Limiting access to records

The multi-assignment feature can allow you to limit access to accounts. In the example below, Alice (an AE) and Bob (an SDR) are able to work on three different accounts, with one account B shared between them. Neither of them should have access to account F as neither is assigned to that account.

If Alice and Bob are assigned different profiles, both profiles need to be updated to limit the visibility of records. To allow Alice access only assigned accounts, change account visibility from All records to Owned records. If Alice needs to access records of her reports (defined in the governance role hierarchy) while not being directly assigned to the accounts, pick a visibility option Owned and reports’ records.

Create and Assign Job Roles (Optional)

Job Roles allow showing business responsibilities of a user (as AE or SDR) in the UI. Job Roles and their assignments are managed by the administrators.

1. Click Settings > Job Roles.
2. Click Add job role.
3. Navigate to Users. 
4. Locate the user for the role and click Edit.
5. Navigate to Job role.
6. Select the appropriate role.

Assigning Users to Accounts, Prospects, and Opportunities

Accounts

1. Navigate to Accounts.
2. Click on the account.
3. Click Edit.
4. Enter the users for the account.
   
   
5. Click Done.

Prospects

1. Navigate to Prospects.
2. Click on the Prospect.
3. Click Edit.
4. Enter the users for the Prospect.
   
5. Click Done.

Opportunities

1. Navigate to Opportunities.
2. Click on the Opportunities.
3. Click Edit.
4. Enter the users for the Opportunities.
   
5. Click Done.

Bulk Adding Users

1. Select the required Account, Prospect, or Opportunity.
2. Select Assigned > Add.
3. Add the users as required.

Filtering Accounts based on assignment

After you assign multiple users to multiple accounts, you can navigate to Accounts and use the Assigned filter to select accounts based on various criteria.