Advanced Training: Admin

Getting Started

The Layout Group tool combines several disparate functions into one strategic location. In addition to actually designing record "layouts"—moving the various fields around to present information to the users—the Layout Groups tool also has functionality to create new database fields, rename/relabel data fields, and add/remove/edit options within dropdown fields.

Anytime you need to make changes to fields and field parameters, the Manage Layout Groups tool is great place to start.

By definition, a Layout in is the function that defines the physical appearance of record objects in the database. They structure the raw data fields floating around in MySQL and give them visible "form and substance."

The Manage Layout Groups tool is comprised of two elements:

  • The individual Layouts for each object type, and
  • Layout Groups, which are a collection of individual layouts grouped according user role.

We'll start by looking at the Layout Group tool first, then the individual layout Editor.

Layout Group Settings

When you first click on the Manage Layout Groups link, it takes you to the group overview page. By default, new systems will only have one layout group, but over time you may develop several, as shown in the screenshot.

Click to view larger image.

If you noticed the highlighted areas in the screenshot, the purpose for having multiple layout groups becomes clear: it lets you design specific record layouts based on the user's role. Some smaller organizations find that they never need more than one group of layouts at a time, but most organizations will create several groups to meet users' needs.

Mirrored vs. Split Layout Views

Notice that the Layout Group tool breaks up a record's layout into two sections: a View Layout, and an Edit Layout. As a result, it's possible for a record object's layout to be different depending on how a user works with it.

If a user is viewing a record, but not editing it, the View Layout controls what they see. If they're editing the record, then the Edit Layout is the one in charge.

Still confused? What it means is that depending on how a Layout Group is designed, a user may have an entirely different view of a record when merely looking at it versus making changes to it.

And why would an organization want to design a Layout Group that way? you might ask.

In most cases they don't—95%+ of our clients want the View Layout and the Edit Layout for each object type to be exactly the same. Luckily, makes it very easy to this, by letting you mirror the View and Edit layouts. In the dropdown for each layout view, simply choose the same layout for both sides.

Click to view larger image.

By default, all of your layouts will be mirrored initially, and most companies won't want to change this. Typically a company uses split layouts only when it's absolutely critical that the data in certain fields never be deleted or modified (if a field isn't in the Edit Layout View, it's pretty hard to change it).

The advantages of mirrored layouts are consistency and ease of management. The Sysadmin isn't forced to update two different layouts every time they make a change to a record view, saving time and work. Unless you have a compelling reason otherwise, stick with mirrored layouts.

User Access

Often the primary motivation for creating multiple views of the same data is to control what specific fields are accessible to your team members. For example, you may not want to show the Lead Source or the number of dial attempts to your agents to keep them from "cherry picking" their leads. There are three specific methods for controlling which users or user groups will have access to the layouts your build:

  • Employee Information. (Under the Admin tab.) This defines what their default layout group will be.
  • Data View Permissions. (Click on your own name in the upper right of the LMP.) This blocks a user from changing their own layout.
  • Manage Layout Groups. (Under the Admin tab.) You can explicitly assign which users will "belong to" each layout group.

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