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Restrict access to opportunities

With opportunity access control, Manager users can define who can view, access, and edit opportunities. This ensures that the right information is shared with the appropriate stakeholders while maintaining data security and confidentiality.

This functionality is interdependent with the access control for initiatives. Please refer to the Restrict access to initiatives article for more information.

Overview

Plan availability: Advanced
Required user role: Manager

Opportunity access control 1.png

In Deal, each opportunity can have different levels of visibility and access based on how it is configured.

Opportunity visibility level

  • Public: Visible to all users of your Deal platform.
  • Open: Visible only to users allowed within a private initiative.
  • Private: Only visible to the opportunity's owner and the specific users or groups granted access, either within a public or private initiative.

Opportunities are set as public by default when created, including those created during an import. You can change an opportunity to private only after it is created.

In the opportunity master list, any opportunity displaying a red lock icon means that this opportunity is under access control, indistinctly at the initiative or the opportunity level.

Private opportunity access levels

  • Owner: The user can edit, move, and copy the opportunity and manage the access roles and ownership. 
  • Full access: The user can edit the opportunity, and manage the access roles and ownership.
  • Can access: The user can only edit the opportunity.

Any Manager user with Full access can reassign the opportunity ownership to them or any other Manager with Full access to the opportunity.

Contributor users cannot have Full access. If a Contributor is the owner, a Manager user must take ownership before making the opportunity private.

Access scenarios

Taking into account the double level of access control for both initiatives and opportunities, here are the four possible combinations:

  1. Public initiative & Public opportunity
    Both the initiative and opportunity are visible to all users of your Deal platform.

  2. Public initiative & Private opportunity
    The initiative is visible to all users, but the opportunity is only visible to allowed users at the opportunity level.

  3. Private initiative & Public opportunity (Open opportunity)
    The initiative is only visible to allowed users at the initiative level, and the opportunity is visible to those same users.

  4. Private initiative & Private opportunity
    Both the initiative and the opportunity are only visible to allowed users at each level.

Setting an opportunity as private

Important: To make an opportunity private, you must be the owner of the opportunity. 

Open the opportunity and click View access.

Opportunity access control 0.png

A Manage access popup will open. Here, you can see that you're listed as Owner of the opportunity. Click Make private.

Opportunity access control 1.png

Once the opportunity is private you can add allowed users. If you are inside a private initiative, before adding allowed users to the opportunity, you will first need to grant them access at the initiative level (note that only the initiative owner can grant access).

Start entering their name in the search bar, select them in the drop-down list, and click Add. Then, you can grant them different levels of access.

Opportunity access control 2.png

To change a user with Can Access to Owner, you first need to assign them Full Access and then change their role to Owner. Only users with Full Access or the Owner can make this change.

If you own a private opportunity, you cannot be removed from the initiative until the opportunity is reassigned to another allowed user.

Specifics for private initiatives

If a private opportunity with allowed users is created within a public initiative, and this initiative is made private afterward, then the allowed users at the opportunity level will automatically be granted access to the private initiative. Regardless of their previous access level in the opportunity (Owner, Full access, or Can access), they will now have the Can Access level in the initiative. The initiative owner can upgrade their access level to Owner later on if needed.

Opportunity allowed users:

Initiative allowed users:

Move or copy private opportunities to another initiative

Please refer to the Move or copy an opportunity article.

Only the opportunity owner can move or copy an opportunity, and users with lower access roles (Full Access or Can Access) cannot move it.

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