Manage Team

Use Case 2: Add Team Member to Record (Manager)

Objective

Add a team member to a Case record with Read/Write access.

Prerequisites

• User has FTS_Data_Access permission set
• Case object is configured for team sharing
• User is record owner OR has Manager role on the record

Steps

Step	Action	Expected Result
1	Open a Case record	Case detail page loads
2	Locate “Object Team” component	Component shows “No team members” or existing list
3	Click “Add” button (+)	Add Team Member modal opens
4	Search for user “Test User”	User appears in lookup
5	Select user	User ID populated
6	Set Access Level to “Read/Write”	Access level selected
7	Set Role to “User”	Role selected
8	(Optional) Set End Date to future date	End date set
9	Click “Add”	Modal closes, user appears in team list

Validation Points

• [ ] User lookup shows photo and email
• [ ] Access level options: Read Only, Read/Write
• [ ] Role options: Manager, User (Owner not selectable)
• [ ] End date must be future (validation error if past)
• [ ] Duplicate member shows error message
• [ ] Share record created for Case (verify via Setup > Sharing)

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Use Case 3: Edit Team Member (Manager)

Objective

Change a team member’s access level from Read/Write to Read Only.

Prerequisites

• Team member exists on record
• Current user has manager permissions

Steps

Step	Action	Expected Result
1	Open record with team members	Team member list visible
2	Click menu icon (⋮) on team member row	Dropdown shows Edit/Delete options
3	Click “Edit”	Edit modal opens with current values
4	Change Access Level to “Read Only”	New value selected
5	Click “Save”	Modal closes, access level updated

Validation Points

• [ ] Original values pre-populated in edit form
• [ ] User cannot be changed (read-only)
• [ ] Share record access level updated accordingly
• [ ] Success toast message displayed

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Use Case 4: Remove Team Member (Manager)

Objective

Remove a team member from a record.

Prerequisites

• Team member exists on record
• Current user has manager permissions

Steps

Step	Action	Expected Result
1	Open record with team members	Team member list visible
2	Click menu icon (⋮) on team member row	Dropdown shows Edit/Delete options
3	Click “Delete”	Confirmation modal opens
4	Click “Delete” to confirm	Modal closes, member removed from list

Validation Points

• [ ] Confirmation shows member name
• [ ] Share record deleted for parent object
• [ ] Success toast message displayed
• [ ] Member no longer appears in list

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Use Case 5: View Team (End User)

Objective

View team members on a record where user is a team member.

Prerequisites

• User has FTS_Data_Access permission set
• User is a team member on the record

Steps

Step	Action	Expected Result
1	Open a record where user is team member	Record detail page loads
2	View “Object Team” component	Team member list visible
3	View own entry in list	Shows name, photo, role, access level
4	If more than 5 members, click “Show X more”	Full list expands
5	Click “Show less”	List collapses back to 5 members

Validation Points

• [ ] User can see team members
• [ ] Add/Edit/Delete buttons NOT visible (unless user is Manager)
• [ ] Owner role member shown with badge
• [ ] End date shown if set
• [ ] If more than 5 members, list is collapsed with “Show X more” button
• [ ] Clicking “Show X more” expands full list
• [ ] Clicking “Show less” collapses list back
• [ ] Record owner always appears first in the list

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Use Case 6: Temporary Team Assignment

Objective

Add a team member with an expiration date for temporary access.

Prerequisites

• Manager permissions on record
• Cleanup job scheduled (optional but recommended)

Steps

Step	Action	Expected Result
1	Add team member (Use Case 2)	Modal open
2	Set End Date to 7 days from now	Date selected
3	Save	Member added with end date shown
4	Wait for end date to pass	—
5	Cleanup job runs (2:00 AM)	Member automatically removed

Validation Points

• [ ] End date displayed in team member list
• [ ] Past end date not allowed (validation error)
• [ ] Expired members cleaned up by batch job
• [ ] Share records removed when member deleted

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Use Case 10: Owner Change Synchronization

Objective

Automatically update the team Owner when the parent record’s owner changes.

Background

When a record’s OwnerId field changes (e.g., Account reassigned to another sales rep), the ObjectTeamMember__c record with Role__c = 'Owner' must be updated to reflect the new owner. This is not automatic — it requires a Flow or Apex trigger.

Prerequisites

• Team sharing configured for the object
• Team members exist on records (Owner role created automatically)
• Admin access to create Flows

Setup via Flow (Recommended)

See the Configuration guide for detailed setup instructions.

Validation Points

• [ ] Flow triggers only when OwnerId changes
• [ ] ObjectTeamMember__c with Role=‘Owner’ updated to new owner
• [ ] Old owner’s share record removed (if not still a team member)
• [ ] New owner’s share record created
• [ ] Queue owners handled (uses running user)
• [ ] Bulk operations supported (multiple records at once)

Supported Objects

• Account, Opportunity, Case, Lead, Campaign, Order
• Any custom object with team sharing enabled