How to set up the contact or deal owner?

In Livespace CRM, by default, each contact and deal has an owner, that is, a specific user who is responsible for the contact. You can manually change the owner, by assigning the item to another person. In some companies, the model of working with clients also provides that there are ‘free’ contacts, without a specific owner,  those that can be taken by any person. We have also included this situation in Livespace.


Change the owner of a single contact or deal in Livespace CRM

By default, the user who added a contact is an owner of the contact or a deal. If you want to change the owner:

1.Go to the contact profile and press Edit

2. Next, in the edit form, select the new user in the Owner field. This person will become the new owner of the contact or the deal.

 

Change the owner of many items at once

If you want to change the owner for multiple contacts or deals at the same time, use the List operations.

1.Go to the Contacts tab or the Deals tab

2. Press on List operations

3. Now select the elements for which you want to change the owner, or use the Select all option.

4. Select the Change owner action and select the user who will become the new contact or deal owner. Confirm the change by pressing Apply.

No owner option

As you already know, by default every contact in Livespace has the owner. If you need to use contacts without a specific owner at work, you must check the option Allow deals to have no owner in Livespace settings. To do this:

1.Go to Account settings

2. Select Permissions on the left side menu

3. Go to the Owners tab

4. Select Allow deals to have no owner

Then, when you change the owner in the add/edit form or through List operations, you will see a new item – None.

Automatically remove inactive owners

You can also specify the time of inactivity, after which the owner of the item will be automatically removed. The previous owner will receive a change notification. On the board of a contact or a deal a note will be added. To set the automatic deletion of inactive owners:

1.Go to Account settings

2. Press Permissions on the left side menu

3. Go to the Owners tab

 4. Select Allow Deal to have no owner and set up Automatically remove owner option

This feature can be very useful when you plan to make it available for another person to take over inactive – overlooked or forgotten – contacts and deals. It gives you the confidence that such elements will not be left to themselves, which may lead to dropping down of important activities, and even alienate your clients to you. What’s more, if you are a manager, this functionality always lets you know when someone in the company pays not enough attention to his or her duties.

Search for contacts and deals without an owner

Contacts and deals without an owner can be found on the list after using filtering: Owner filter, value None.

Contacts and deals of the removed  user

If you need to include in your lists or statistics contacts and deals that are owned by a user already removed from Livespace, you can enable the visibility of this data in Livespace settings by the option Show removed users in the Owner filter on lists. To do this:

1.Go to the Account Settings

 2. Choose Permissions on the left side menu

3. Go to the Owners tab

4. Select Show removed users in the Owner filter on lists option

Then deals and contacts, the owner of which was the user removed already from the CRM, will be visible on the lists and in the statistics.

Permissions to change the owner

By default, in Livespace, each user can change the owner of deals or contacts. If you want to prevent the owner to be changed without the permission of the manager:

1.Go to the Account Settings

2. Choose Permissions on the left side menu

3. Go to the Owners tab

4. Select User can change owners of deals and contacts option