What is a Relationship Team?
A Relationship Team is a group of users, designed to indicate responsibility for the relationship and the user's associated positions. This allows for easy communication about a Relationship among the relationship teammates.
Generally, the Relationship Team lists all users within the firm that have interaction with the relationship. For each user on the Relationship Team, you will indicate the Team Role and Title for the user on that particular Relationship. Something to note, a user can have a different team role and title on based on the Relationship.
Relationship Teams can be created by adding specific users to each relationship or, to save time, a core Relationship Default Team can be created by a user. First, we will show you how to add an individual user to a Relationship team, then how to create your own default Relationship Team. Finally, if you are a System Administrator, we will show you how to create a Default Relationship team for a different user. Why would I do that you ask? Read below for more information on that.
Assigning Users to a Relationship Team
Relationship > choose a Relationship > Add Team Members > Add User, Team Role & Relationship Access
Note: When adding Relationship Team Members, only System Administrators will see Case Access and Opportunity Access. These fields do not affect your CRM because Cases and Opportunities are not included in your licenses.
Tasks can be assigned to users based on relationship teams and the roles within the team. For example, the workflow New Request: Address Change, there could be an organization rule that assigns all address change tasks to Team Role Operations. This could save you from having to build a workflow for each person; instead it will look for the assigned operations Team Role on every relationship for this address change task. If there is no Team Role Operations on a Relationship, the task will be assigned to the Relationship Owner.
That being said, it is possible that Users can have different Team Roles on different Relationships. So, John Smythe might be the Primary Advisor on the Wayne Relationship, but the Secondary Advisor on the Specter Relationship. This means that workflows that send tasks to the Primary Advisor will only send the task to John on the Wayne Relationship.
Creating a Default Relationship Team
If you generally have a recurring Relationship Team that you assign to a Relationship, you can create yourself a Default Relationship Team. This should cut down on the time it takes to create and assign the Relationship Teams. All you have to do is set up your Default Relationship Team and then you can assign that to any Relationship you own. Through the setup, you can also automatically add your default relationship team to relationships that are transferred to you and update relationship teams with the new Relationship Team members. This is useful for back-filling Relationship Teams into loaded Relationships.
To create your Default Relationship Team, you will go to User > Settings > My Personal Information > Advanced User Details > Default Relationship Team > Add. The Default Relationship Team link is found in the center menu, or you can scroll down until you find the Default Relationship Team section.
- Team Member: Choose an existing User
- Relationship Access: Read/Write
- Case Access & Opportunity Access: Do not matter since Elements does not include Case Management or Opportunities
- Team Role: Choose a Team Role for the team member user. The options are based on a predefined picklist created by your System Administrator.
While the best case scenario would be for System Administrators to be able to create an organization wide Default Relationship Team, it isn't something that is available. But, you can help your colleagues out as a System Administrator by encouraging them to make their own Default Relationship Team, or you can create one for their user.
To create or edit another user's Default Relationship Team, you will go to Setup > Administration > Users > Users > click User Name > Default Relationship Team > Add. The Default Relationship Team link is found in the center menu, or you can scroll down until you find the Default Relationship Team section.
Again, through setup, you can also automatically add the default relationship team to relationships that are transferred and update relationship teams with the new Relationship Team members. This is useful for back-filling Relationship Teams into loaded Relationships.
A final note about Relationship Teams, Data Broker uses the System Administrator's credentials when a Relationship is created, so their Relationship Team Default will be used on new relationships as they are created through Data Broker. But, if you choose, when the Relationships are transferred to new owners, the updated Default Relationship Team can be updated automatically as well.