Transcript
In this video, we’ll explore part one of user management. Major topics include: Account assignment roles and team settings.
Within Global Settings, I’ve expanded User Management. This area allows you to control who can access your Totango instance, what features they can use, and what data they can see. For now, let’s focus on data visibility. Account Assignment refers to the role of a user as it pertains to individual account activity. For example, Dana is the Success Manager on this profile, but she scrubs in as Onboarding Manager on this profile. When you add tasks related to the current account, you can quickly locate the appropriate person by role.
Success Teams refer to an entire set of accounts. For example, my SMB team manages accounts under 25K, and it includes 3 members. Typically, every member on the team can view these accounts, even if they’re not personally assigned to the account. Teams may also determine which SuccessBLOCS are available to use.
Team Role refers to an additional user identifier that you can leverage for permission, but these roles won’t appear within Account Assignment.
Let’s start with account assignment. There are two roles that come automatically in Totango, but you can add as many roles as you like, and you can also dynamically set this role from other systems. Once I add the role here, I can now assign someone to the role from an account profile view, or I can bulk assign from any segment view.
Within Successplays, I can also generically assign tasks to the right person when the play runs. choose this role for task assignment. As an advanced option, you can leverage dynamic task assignment beyond role–using pools of users that have a shared interest–for example, users who have certain product expertise or even speak certain languages. When those successplays run, the system dynamically picks a user from the pool, based on allocation settings in the user’s profile.
Moving to Success Teams, there is one team pre-built, but you can add more, assuming you have the appropriate account plan. Give the team some basic information, and then you can define the account set using one or more filters, such as market segmentation or region. If you want to limit the account set to ONLY the accounts they are assigned to, you can set a filter to Account Assigned to and choose Logged In user as the value.
Once you define the account set, you can choose how you want new Totango users to get added to this team–either ad hoc or have the system invite users based on conditions. You can also decide if you want to give the people on this team access to other teams’ accounts—ALL OR FILTERED—with additional guardrails set up for privileged access to certain data–using a privileged indicator for attributes within Data Modeler, or for collections within the account profile view.
You can also decide if you want to give the people on this team access to other teams’ accounts—ALL OR FILTERED—with additional guardrails set up for privileged access to certain data–using a privileged indicator for attributes within Data Modeler, or for collections within the account profile view. For each team role, also decide what the scope of the “My Portfolio” is–and whether users can make changes. Locking the setting here in global settings prevents the user from changing it within the My Portfolio widget.
