View and manage user access to a record

Scope and example

This workflow applies to CRM records. The screenshots use Contacts as the example; the available fields, tabs, and actions may vary by object.

In an object’s list — Contacts, in the screenshots — any row with collaborators shows a Collaborators (N) indicator next to the name, with those users’ avatars: it’s the fastest way to see, without opening the record, whether it has access shared with anyone beyond its assigned user.

Opening the record (see Open a record), the Primary section shows the Collaborators field with a chip for each added user — avatar, name, and a button to remove it. You can add more collaborators from that same selector, without leaving the record.

What this field doesn’t show

Collaborators is only the access explicitly added to that record. It doesn’t reflect the access granted by your account’s default rule (All users, Same company, Same team…), which is configured separately in Assign access to records, nor the state of the Allow everyone to view/edit switches, documented in Identification, source, and permissions. The individual record does not bring those three access sources together in a single panel: you have to check them separately.

Seeing and changing the record’s owner

A record’s owner — the Assigned to field — isn’t viewed or changed from Collaborators: the real route is the table’s Assigned to column. Its cell shows a button (-- when no one is assigned) that opens a user search and reassigns the record with one click, without needing to open the record — you can reassign it again right away to a different user.