Further building on our recently released feature Locking Lead Editing Based On Lead Status, we’re excited to announce additional lead status settings for controlling which user classes can use a status and/or see the leads within a status, allowing you to focus your team on the statuses and leads they need to work efficiently.
The first new setting–Hide This Status From These User Classes–hides a lead category or specific status from the selected user classes. When this setting is enabled, the status will not be visible to users in the selected user class when changing a lead’s status. Even if the user can’t see this status for selection on a lead, they will still be able to view leads that are currently in that status. For example, you may not want a sales rep to move a lead to “Merchant is Live” as this may be the responsibility of your boarding team. However, you still want the sales rep to be assigned and able to view the lead they converted.
The second new setting, which is more restrictive–Hide Leads In This Status From These User Classes–completely hides leads in a status from the selected user classes. The lead status won’t be visible to users on the My Leads page and the restricted users won’t be able to find leads with this status in any reporting or searches. This can be useful in situations such as when you want to keep referral partners who sent in a lead from seeing the lead once they reach “Ready to Board” while keeping them assigned for reporting purposes.
The new settings and the existing “Disable lead editing” setting can be applied at the status category level or per individual status state. If user class settings are set for the status category, they will automatically be applied to each status within that category.
To learn more about how additional lead status settings work, keep reading or check out the IRIS CRM Knowledge Base article.
How It Works
Step 1: Navigate to Status Customization
Log into your IRIS CRM site, then select Manage > Administration > Status States & Triggers. Status States & Triggers can be found in the Quick Access menu or under the Leads category on the left navbar:
Step 2: Edit Lead Status Category or Status
The new lead status restrictions can be configured for an entire status category- applicable to all statuses within the category, or per individual status for more granular settings. In this guide we’ll use the status settings for our examples using the B steps below. However, the category settings work the same and can be configured by following step A1.
A1. To configure by status category, find the category that you would like to restrict access to and click Edit Status Category.
B1. To restrict specific lead statuses, click Add/Remove Statuses on the category the status belongs to.
B2.Then, click Edit on the status you want to restrict access to.
Step 3: Hide Lead Status from User Classes
The first new access restriction is to hide the selected lead status from the selected user classes. When enabled, the category and status state(s) won’t display in the lead status selector for users in the user class selected. This will limit which statuses in your organization’s workflow users can move a lead to. Affected users will remain assigned to the leads and still be able to view leads in the respective category and status state.
Select the user class(es) to restrict access for:
Step 4: Hide Leads from User Classes
The second new restriction is to hide leads in the status from users in the selected user class entirely. When enabled, users in the selected user class will remain assigned to leads, but they won’t be able to view leads in that status. This includes leads on the My Leads page being hidden from users when they’re in the restricted status.
Select the user class(es) to restrict access for:
Step 5: Save Lead Status Changes
Click Save and users from the user classes selected will no longer be able to view the respective status state and/or the leads within that status.
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