Extended Search Scope and Default User Portfolio

Overview

Enterprise Customers want more control over their data and restrict access to certain sections of the Account based on the Team definition. Once your CSM team has been divided into Teams with specific focus they will have the need to see accounts outside the team scope. 

This article includes the following sections

• Extending Team Scope
• How to configure Extended Account Search scope
• My Portfolio settings 
• How to configure My Portfolio

Extending Team Scope

Currently a Team's core account scope is limited to the account criteria defined during team creation. To provide additional visibility to accounts outside the team, a Team Admin can now define an extended search scope for a Team.

The set of accounts defined as part of Extended Search scope is visible only from the Global Search. The Extended account set cannot be added to Segments. An extended search account is always presented without the lists that are marked as Privileged Access. They are hidden from the Account Profile. 

For e.g assume UK Team handling UK accounts and a France Team handling accounts in France. The UK team needs full visibility to UK accounts including lists marked as Privileged Access. They would also like visibility to EMEA accounts but don't need the full visibility to all the data.

How to configure Extended Account Search scope

1. Go to Team
2. Click on the Advanced Settings tab
3. Choose the scope for Extended Account Search

The Team Admin or Global Admin can pick the following options

1. No accounts outside of team's account set
   1. This maintains status quo and limits the team's visibility to the core account scope
2. All accounts outside of the team's account set
   1. This allows Team members of a team with a limited profile view of all accounts  (lists and collections marked as sensitive are hidden) that are outside the team's core scope.
3. Selected Criteria
   1. Specify a larger scope of accounts that is wider than the team's core account scope so users can view other accounts in a limited view.

My Portfolio settings 

As a Team Admin you now have the ability to pre-define the portfolio of your team members. This allows team members to focus and work on accounts that are "assigned" to them. It also helps reduce clutter and noise. 

How to configure My Portfolio

Team admins can define and also lock down the My Portfolio so team members cannot change the definition that is pre-defined by the Admin. 

1. Go to Team
2. Click on the Advanced Settings tab
3. Choose the Team role you want to configure and choose one of the options explained above to lock down the My Portfolio Settings click on the Lock icon to the right of the selection.

Team Admins can choose these setting options by Team Roles. Here are the options

1. All accounts in the Team
   • This maintains the status quo and displays all accounts that are part of the Team account criteria in My Portfolio
2. Accounts of direct reports that have a role in the Account Team
   • Applies when the employee hierarchy feature is on
   • This allows managers to have their My portfolio reflect the account set of their direct reporting team members since a manager may be indirectly responsible for the accounts of his team.
3. Accounts of all reports that have a role in the Account Team
   • Applies when the employee hierarchy feature is on
   • This allows second level managers to have their My portfolio reflect the account set of all the reports under their direct reports.
4. Accounts of team member with any role in the account team
   • Use this setting for a regular team member who is not a manager
   • This limits accounts appearing in My Portfolio to the set of accounts where they have an explicit Account Assignment Role on account

Additional Account Type Filtering

All the options above can be additionally limited to one or more account types and provides additional filtering options to the accounts appearing in My Portfolio.