Overview
Record Types allow you to define and segment your Sales Records to meet your agency’s specific business processes. Create ones like Lead, Renewal, or Do Not Contact, and use our customizable permissions to control which users can view, add, or edit each Record Type.
IN THIS ARTICLE
Creating Record Types
A Record Type works like a bucket, helping you organize and separate leads into categories so users can easily identify which Sales Records they can access. When creating Record Types, plan carefully to ensure they align with your goals and processes.
Before you start, write a short list of business needs or objectives that Record Types can help you achieve. For example, you might want to group leads by client renewals, Medicare, or ACA.
This planning will help you decide how many Record Types to create and choose the right labels for them.
Note: You can create up to 10 Record Types. If you reach the limit, you'll need to repurpose an existing one to add a new type.
To create a new Record Type:
- Go to My Agency Settings.
- Scroll down or use the search filter to locate and open the Sales Records setting.
- Select the ‘ADD NEW RECORD TYPE’ button.
- Fill in the Record Type Details.
- - Description: Description of the Record Type. Should be the singular form of the word.
- Sort Order: A number to specify what order this record should be sorted in.
- Show Temperature Counts: Shows Sales Record temperature counts on the Individual Sales Dashboard.
- Show Record Status Counts: Shows Sales Record status counts on the Individual Sales Dashboard.
- Show Recent Records: Shows recent Sales Records on the Individual Sales Dashboard.
- Use Custom Columns: Allows for you to control what columns of data are displayed on the listing pages. - When ready, select the ‘CREATE’ button to finish editing the Record Type.
For others to access your Record Types, you will need to edit and update their Record Type permissions.
Assigning Record Types to users
- Go to My Agency Settings > Users.
- On the Users page, select the ‘Sales’ tab.
- Select the … button next to the user you want to edit and choose ‘Edit’ from the dropdown menu.
- Go to the ‘Account’ tab and edit the user’s permissions.
Once set up, the user will see their assigned Record Types in a number of places. In particular, their Record Types will be displayed in the left-hand navigation and the +New menu.
Record Type permissions
User Type
An Account Admin is a user that belongs to a Security Group with the ‘Manage Users’ permission. Agents are all other users.
Only Account Admins can access Sales settings and change the permissions for other users.
Record Access
Account Admins can access Sales Records for all Record Types while Agents can only access Sales Records that are associated with their assigned Record Types.
You can assign Record Types to each Agent. The Agent can only view, add/edit, and delete Sales Records that are associated with their assigned Record Types.
User Can Access Unassigned Records (Admin Users Always Have Access): Agents can access unassigned Sales Records if this permission is turned on. Otherwise, they can only access records that are assigned to them.
Lead Access Permissions
This setting controls whether an Agent can view, add/edit, or delete Sales Records.
Agent Dropdown View
This setting controls whether an Agent can see all Agents in the account, only Agents within the same Agency, or only themselves in Agent dropdowns.