2011 User's Guide Copyright

Share a saved view

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   On the Standard toolbar, click Advanced Find, and then click the Saved Views tab.
   
2. 
   Select the view. On the Actions toolbar, click Actions, and then click Sharing.
   
3. 
   In the sharing dialog box, under Common Tasks, click Add User/Team.
   
4. 
   In the Look Up Records dialog box, in the Look for list, select the type of record you want to find.
   
5. 
   In the Search box, type the first few letters of the name of the record to narrow your search, and then click the Find button .
   
6. 
   In the list of available records, click a user or team to select it, and then click the Add Selected Records button to add the user or team to the Selected records list.
   
7. 
   Click OK.
   
8. 
   In the sharing dialog box, select the type of share access that you want. The available permissions are: Read, Write, Delete, Append, Assign, or Share.
   
9. 
   Click OK.
   

• 
  To cancel any changes that you have made and retain the previous permissions settings, click Reset.
  
• 
  To select or clear all permissions on a selected item, click Toggle All Permissions of the Selected Items.
  

Related Topics Share or Assign Records and Views 50

Unshare or change sharing for a record

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   In the list of records, select the record that you want.
   

• 
  Select several records by pressing the CTRL key while you click each record.
  
• 
  Select a sequence of records by clicking the first record that you want, and then press the SHIFT key while you select the last record that you want.
  
• 
  Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.
  

1. 
   On the File menu, click Options.
   
2. 
   On the General tab, in the Records Per Page list, select the number of records to display per page.
   
3. 
   Click OK.
   

2. 
   On the Actions toolbar, click Actions, and then click Sharing.
   
3. 
   To remove a user or team, in the row for the user or team whose rights you want to change, select the check box, and then under Common Tasks click Remove Selected Items.
   

To edit permissions on a record for a user or team, select or clear one or more permissions check boxes, such as Read or Delete.

4. 
   Click OK.
   

• 
  To cancel any changes that you have made and retain the previous permission settings, click Reset.
  
• 
  To select or clear all permissions on a selected item, click Toggle All Permissions of the Selected Items.
  

Related Topics Share or Assign Records and Views 50 Edit Multiple Records 39 Check Your Permissions for a Record 48

Assign a record to a user

If the Assign button is not visible on the toolbar, the security role assigned to your account does not have permission to assign this type of record. To check your permissions for a specific record, open the record, click the File menu button , and then click Properties.

More information about specific permissions and performing this task while offline: Common Task Permissions

1. 
   In the list of records, select the record that you want.
   

• 
  Select several records by pressing the CTRL key while you click each record.
  
• 
  Select a sequence of records by clicking the first record that you want, and then press the SHIFT key while you select the last record that you want.
  
• 
  Select all records on the page by selecting the Select/clear all records on this page check box at the top of the list.
  

1. 
   On the File menu, click Options.
   
2. 
   On the General tab, in the Records Per Page list, select the number of records to display per page.
   
3. 
   Click OK.
   

2. 
   In the Collaborate group, click Assign.
   
3. 
   In the Assign dialog box, click:
   

• 
  Assign to me
  

- OR -

• 
  Assign to another user
  

4. 
   Click OK.
   

• 
  You can create your own Advanced Find view that includes records belonging to users to whom you normally assign records.
  
• 
  If you have a security role with needed permissions, you can reassign all records belonging to one user to another user.
  

1. 
   In the Navigation Pane, click Settings, click Administration, and then click Users.
   
2. 
   Open the record for the user whose records you want to reassign.
   
3. 
   On the Actions menu, click Reassign Records, and then click Assign to another user.
   
4. 
   Click the Lookup button , type a part of the user's name, click the Find button , double-click the user's name, and then to close Look Up Records dialog box, click OK.
   

• 
  To assign a report to a different user:
  

1. 
   Select the report.
   
2. 
   On the Actions toolbar toolbar, click Edit Report .
   
3. 
   Click the Administration tab, and then select a new owner.
   

• 
  You cannot assign records to teams. To give a team access to a record, share the record with the team.
  
• 
  Your system administrator may have enabled reassigned records to be automatically shared with the original owner. More information: Manage System Settings
  

Related Topics Share or Assign Records and Views 50