Why can't my new salesperson see the product list?

Products have no sharing, so under Own records only a person reaches only their own products. Set Product List and View to All records.

How do I hand customers over to a new salesperson?

For one account, use Change Owner in its ··· menu. For everything a colleague owns, use Transfer records on that colleague's user account. See Transfer records.

Can I use the standard Viewer role instead?

Only for someone who just looks. Viewer lists and views its own accounts, contacts, quotations, invoices and credit notes, and cannot create or change anything.

Give a new salesperson the right access

Copy for AI

A new salesperson needs their own customers, quotations and invoices from day one, not the whole company’s. A custom role at Own records only gives exactly that, and you can read what it allows before anyone uses it.

How to do it

Select User accounts in the sidebar, then the Roles tab, and select New role. Enter a Name, such as “Sales”, and choose Start with no access under Copy from.
Under Permissions, set Account, Contact, Opportunity, Quote and Invoice to Own records only for each action they need. Set Product List and View to All records, so they can quote from the whole product list. Set Activities to View and post, so they can log calls and tasks. Select Create role.
Open the role again from the Roles tab and read it row by row: every module shows No access, All records or Own records only for each action. Anything left at No access cannot be reached at all.
On the Users tab, select New user, choose the new role as the Role, and tick Salesperson so the person appears in salesperson pickers and sales reports. Select Create user.
For a sales manager, set Reports to under System settings → Sharing & teams. With Grant Access Using Hierarchies on, the manager reaches the team’s records while staying at Own records only.

Why it helps

Own records only keeps each salesperson’s customers, prices and pipeline with them, and keeps your other customers’ details out of reach. What a person owns decides what they see: the Account Owner of an account, the Salesperson on a quotation or invoice, the Owner of an opportunity. When a salesperson cannot find a record, check its owner first.

Example

Lim & Co hires a second designer. Mei Tan creates the “Sales” role as above and a user on it. She then opens the Harbour Café account and uses Change Owner in the ··· menu to make the new designer its Account Owner. The designer now sees Harbour Café, and can read the quotations and invoices filed under it, but sees none of Daniel Lim’s customers, as long as Default access for accounts is private and no sharing rule or team gives him more.

Common questions

Why can’t my new salesperson see the product list? Products have no sharing, so under Own records only a person reaches only their own products. Set Product List and View to All records.
How do I hand customers over to a new salesperson? For one account, use Change Owner in its ··· menu. For everything a colleague owns, use Transfer records on that colleague’s user account. See Transfer records.
Can I use the standard Viewer role instead? Only for someone who just looks. Viewer lists and views its own accounts, contacts, quotations, invoices and credit notes, and cannot create or change anything.