What is the difference when the ownership is user vs organizaion for a custom entity?

Question

What is the difference when the ownership is user vs organizaion for a custom entity?

Answer 1

When it comes to the ownership of a custom entity in a CRM system, such as Microsoft Dynamics 365 or Salesforce, there are two common ownership types: user-owned and organization-owned. The ownership type determines who has control and access to the records of that entity. Here's a breakdown of the differences between user-owned and organization-owned custom entities:

User-Owned:

• Each record of the custom entity is associated with a specific user.
• Users have full control and ownership over their own records.
• Users can perform actions such as create, update, delete, and share their records.
• Users can control the visibility and access permissions for their records.
• Other users may have access to a user's records based on the sharing settings or if explicitly shared by the owner.
• User-owned entities are typically used when the data within the entity needs to be personalized or restricted to individual users.

Organization-Owned:

• All records of the custom entity are owned by the organization itself.
• Ownership is not tied to individual users, but to the organization as a whole.
• Users can still have different levels of access to the records based on their security roles and permissions.
• Users can perform actions such as create, update, delete, and share records based on their assigned permissions.
• Organization-owned entities are typically used when the data within the entity is shared and managed collectively by multiple users within the organization.

In summary, the main difference between user-owned and organization-owned custom entities is the level of control and ownership over the records. User-owned entities provide individual users with ownership and control over their own records, while organization-owned entities have a centralized ownership by the organization, allowing for shared management and access to the records by multiple users. The choice of ownership type depends on the specific requirements and business processes of the CRM implementation.