Note: This action is only available to Admin Users.
When managing a team, there will be occasions when you will want certain users to not see specific information in your account. To allow you to categorize your users and dictate what items they will be allowed access to see, Pipedrive offers Visibility groups.
While permission sets in Pipedrive dictate what actions the users in your account are able to perform, visibility groups dictate what information your users are able to view in Pipedrive.
To begin designing your permission sets, go to Settings > Customize > Manage Users > Visibility groups.
To add a user to a visibility group, search for that user in the search bar. A Pipedrive user may only be associated to one visibility group at a time.
To change which visibility group a user is in, click the 'Move user from another group' dropdown, and select the name of the user you wish to join that visibility group.
The level of flexibility you have with your visibility groups is dependent on which subscription plan your company account is using in Pipedrive.
When in the Essential or Advanced plan of Pipedrive, you are limited to one default visibility group for all users, which can be adjusted based on visibility for the entire company or for the owners & followers of specific categories of items in Pipedrive.
- Owners & followers
With this option, only the Pipedrive user noted as the owner — and any followers of that item — are able to view and edit information about items in this category. Admin Users can still view and edit any item with this visibility restriction, as they have editing powers over everything in Pipedrive.
- Entire company
In this option, every user in the Pipedrive company account is able to view and edit information about any item in this category.
When in the Professional or Enterprise plan of Pipedrive, you have the ability to create additional visibility groups — and sub-groups, if needed — for more detailed visibility breakdowns for the users in your Pipedrive company account.
- Owner only
This option is the most strict — outside of Admin Users and users in parent group, the only user allowed to view or edit details related to item with this visibility is the owner of that item. For more information about ownership in Pipedrive, scroll to the bottom of this article.
- Owner's visibility group
For this option, Pipedrive provides visibility to any item created by a user in this group to any other user in this same visibility group, as well any Admin User in the account, and users in any parent group to this one.
- Owner's visibility group and sub-groups
In this option, visibility is open to almost any other user in the company, except for users who have not been assigned to a visibility group in Pipedrive. Any Admin User, and any user in the same, above, or below visibility groups will be able to see items created by a user in this group.
- Entire company
This option is the most free — all users in the Pipedrive company are allowed to view and edit details related to items with this visibility setting.
Visible-to settings in Pipedrive
The Visible-to settings for an item in Pipedrive — like a deal, contact, or organization — dictate that item's specific visibility. An item's visibility can differ from visibility set by visibility group ownership. The Visible-to settings can be edited in any Detail View or in the List View.
Similar to the information above, the visible-to options are the same as the visibility options specific to your Pipedrive plan.
Ownership establishes who owns the Deal or Person in question, and gets credited for the winning or losing of the deal. If you own an item in Pipedrive, you have permission to both see and edit it.
Every Deal, Person, or Organization created or imported will be marked as being owned by the user who created it, unless otherwise marked as being owned by another user.
If you need to change Owner settings, they can be controlled in the Detail View or List View, similar to the Visible-to setting noted above.