Layouts Feature Release: Setting up your Team

As an admin on your team, you will play a crucial role in the application of Layouts for your team. 

In this article, we will cover which permissions are related to Layouts, what they mean, and how to determine who should have which permissions.

Additionally, we will cover permissions as they relate to you as an admin, and how they play a role in the Layouts feature.

This article will not cover the basics to creating and applying layouts, if you're looking for that article, please click here.

Otherwise, please read through this article, or click to jump to a specific section:

• How to access permissions?
• Permissions and their Capabilities  
  • Your Permissions as an Admin
  • Team Permissions

How to access permissions?

If you are needing guidance on how to access user permissions, click here to view the knowledge base article about Users Management and permissions.

Permissions and their Capabilities

Your Permissions as an Admin

The following three permissions should be reserved for a handful of users in the system, you as an Admin and likely your Broker, but ultimately, that is a decision your office makes internally.

• Edit field definitions
  • Allows user to edit fields within the Layout Editor
  • Allows user to make multiple fields visible or invisible quickly
• Manage layouts
  • Allows user to manage any Layout's visibility and assign Layouts as company-default
  • Allows user to view and manage all Layouts at once
• Delete layouts
  • Allows user to delete Layouts, regardless of ownership

Edit field definitions in Layouts

Making Fields Visible

Once you have ensured that your "Edit field definitions" permission is selected, proceed to the "Page Layouts" prompt by clicking the 'Layouts' button at the top right-hand corner of a record - for this example, we'll be working in a Property record:

From the "Page Layouts" popup that appears, either click "Add a New Layout" or edit an existing one:

You will notice that your Layout editor looks slightly different, with the "Add More Fields" button and the “Search Hidden Fields” checkbox now available to you:

Upon clicking the "Add More Fields" button, you will see another popup displaying all the invisible fields that are available:

*NOTE: For your knowledge as an admin, there are two types of fields that are important to distinguish:

• Defined Fields
  • Predetermined fields that were created by RealNex. These are your "Company Name," "Address," "Phone Number" fields. 
  • DO NOT edit these field captions. Changing these captions could interfere with data transfer from the CRM to MarketEdge or MarketPlace.
• Undefined Fields
  • "User" fields that are available for you to customize (change the Caption) in case you're needing an extra field that otherwise is not available as a Defined Field.
  • These fields will always begin with "user" and they're available in three data types:
    • Character (Text):
    • DateTime (Date):
    • Number (Numeric):

We'll proceed by (1) setting the Field Type dropdown to “Text Fields,” (2) Search, then add the (3) "Text 13" and (4) "Text 14" fields by selecting their respective checkboxes and (5) clicking "Select":

Once the page has loaded, you will see a new field category added to the left-hand side of your "Layout Editor" that's called "Added Fields". Not only will you will find that the two fields we added are available, but so will other users in your company:

You can now drag and drop your added fields into the Layout Canvas:

Otherwise, if you know the caption or field name of the invisible field you would like to add, use the Search Field textbox to find the field you are looking for and click the “Search Hidden Fields” checkbox. Drag and drop the field into the canvas to make it visible again:

Making Fields Invisible

With this permission, you also have the ability to make fields invisible to your company, Defined or not.

1. Click into your CRM, navigate to the administrative toolbar and click Settings > Field Definitions:

2. Use the filters at the top to find the fields you want to make visible. Since we're covering how to make visible fields invisible, adjust the "Is Visible" dropdown to "Yes" to display fields that are currently visible and click "Search":

3. From there, deselect the corresponding "Is Visible" checkbox - changes are automatically saved when you deselect the checkbox.

Manage layouts

Managing a Layout's visibility

When “Manage layouts” is selected, it allows the user the option to adjust the Layout Visibility for all Layouts they have access to:

Upon clicking 'Layout Visibility', a user with this permission will be able to determine if a Layout serves as the company default and which teams have access to the Layout. The Layout Visibility popup will appear as such:

The first checkbox allows the user to determine if the selected Layout will serve as the default Layout for everybody in the company. This is useful if you need to create a specific Layout for all agents in your company to use. You can always determine if a Layout is set as default if there is a check under the "Account Default" column in the "Page Layouts" popup (There can only ever be one default Layout per CRM table).

Should the permission be unselected, the user will only see the 'Layout Visibility'  icon on the Layouts that they created. The user will only be able to determine which team their Layout is visible to and their Layout Visibility popup will appear as such:

 

View and Manage all Layouts at once

Having the Manage layouts permissions active also allows the user to view all Layouts in at once through the Settings button in their toolbar, where the user with the permission will find a “Page Layouts” button available:

That will bring up the Page Layouts popup, where with the appropriate permissions, the Admin can edit, manage visibility or delete Layouts in the database:

Delete layouts

Generally, this permission will be left unselected for everyone but an Admin, as having it selected will give the user the 'Delete' icon for every Layout, regardless of ownership, as you can see below:

If left unselected, the user will only see the 'Delete'  icon on Layouts they created:

Team Permissions

User Permissions as they relate to Agents and Support Staff look slightly different compared to permissions as they are set for you as an Admin or for the team/office’s Broker. Where Edit field definitions, Delete layouts, and Manage layouts are likely to be active for Admins and Brokers, they will most likely remain off for Agents and Support Staff to limit errors in your CRM system.

Admins and Brokers will likely leave the permissions below on - it is important to note that any user who has created their own Layout has the ability to control all aspects of their own Layout.

• Edit others' layouts
  • Allows the user to have the ability to edit other users' Layouts
• Add layouts
  • If selected under Team <everyone> Permissions, it allows the user to share their Layout with other people in your company
  • If selected under Teams Membership, it allows the user to share Layouts with that team
  • If left unselected in either, the user can still create a Layout, but they will not be able to share it with others in the company or the team

The two relevant permissions exist in Team <everyone> Permissions, and Team Membership Permissions:

Edit others' layouts

This permission allows the user to make edits to all Layouts that are NOT Private, regardless of owner. If selected, the Edit icon will appear in Page Layouts as such:

Add layouts

If active, the user will be able to assign Layouts they have created to any team they are a member of, to everyone in the company, or assign it as private to themselves:

When the permission is not active, the user will be able to “assign” it to any team they are a member of, just as above. The difference lies in that others will not be able to view the Layout, as their “Add layouts” permission is not active.