Introduction to teams

Teams in BoldSales help you organize users into groups for better collaboration and streamlined management. By creating teams, you can assign responsibilities and monitor performance collectively. This is useful for businesses with multiple departments, ensuring that communication and record allocation remain structured.

Accessing teams

To access teams:

Click Setup from the left sidebar menu, then search and select Teams, or navigate to Setup > Users and Teams > Teams.

Adding a new team and assigning users

• Navigate to Setup > Users and Teams > Teams from the left sidebar.
• From the teams listing page, click + Create Team.
• Enter the Team name, Description, Team members.
• Team name is mandatory, and you must at least add one member to the team.
• Click Create to save the team.

You can perform the following actions from the listing page:

• View existing teams.
• Use the search bar to find teams across the list.
• View the User count, which shows the number of users in a team.
• Edit existing teams.
• Assign users to a team.
• Delete teams.

Team-based capabilities

Team-based access to records

Teams can be used to control record visibility by grouping users who work on the same set of data. However, being in the same team alone does not grant access to records. Teams act as a logical grouping that works together with permission set and their configured access levels.

When an access level such as Team records or Team and role records is selected in a permission set, the system uses team membership to determine which records a user can view or manage. This ensures that users in that permission set have access only to records relevant to their team, their own records, and unassigned records, based on the selected access level.

To understand how permissions work with teams, refer to Managing permissions to view, edit, and delete records.

Sharing views

Views let you organize and display records using specific filters, columns, and sorting rules, so users can focus on the data that matters to them. Instead of browsing through all records, views present information in a structured and meaningful way based on business needs, such as tracking deals in a particular stage, tasks due today, or records owned by team members.

Sharing a view with a team makes the same filters, columns, and sorting available to all team members. Each user will see only the records they are permitted to access based on their permission set, but in the same structured layout defined by the shared view.

Sharing email templates

Email templates allow you to create and reuse predefined email content, ensuring consistent messaging across your organization. Instead of composing the same emails repeatedly, templates help standardize communication for common scenarios such as follow-ups, onboarding, or notifications, saving time and maintaining a uniform tone.

Sharing an email template with a team makes it available to all members of that team. This allows everyone to use the same approved content when communicating with customers, ensuring consistency, reducing duplication of effort, and helping teams follow standard communication practices.

Record routing (Round-robin assignment)

Routing is used to automatically assign records to users based on defined rules, eliminating the need for manual ownership assignment. It ensures that incoming records such as Contacts, Companies, Pipelines, or Tasks are distributed in a controlled and systematic way, helping improve response times and maintain balanced workloads across users.

When routing is configured using the round-robin method for a team, records are assigned sequentially to each active member of the selected team. Specific users can be opted out of the routing process, so they are skipped during assignment. This allows work to be evenly shared only among the selected team members, ensuring fair ownership distribution while giving flexibility to exclude users who should not receive automatic assignments.

• To set up round-robin assignment, go to Setup > Automation > Assignment Rules and click + Create Assignment Rule.
• Fill in the required fields, define conditions, and under Assign Owner, select Teams. Select a team from the dropdown.

Also, you can automatically assign records to users in a team when a workflow rule is triggered. The round-robin assignment helps streamline ownership distribution.

• Go to Setup > Automation > Workflow Rules and click + Create Workflow Rule.
• Define the Trigger module and Trigger type, then add conditions if needed.
• Under Define Actions, choose Action to Assign owner then select Teams. Select a team from the dropdown then Save.

Owner assignments are fairly distributed among active users using a round-robin method within the selected team. If an owner is already set for the record, this assignment will be skipped.