Teams in SRM | Civio Engage Knowledge Base [Skip to content](#main) [ ![Civio Engage Knowledge Base](/civio-light.svg) ](https://engage.knowledge.civ.io) [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [ Support portal ](https://engage.knowledge.civ.io/portal/login) Toggle navigation [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [Support portal](https://engage.knowledge.civ.io/portal/login) 1. [Home](/) › 2. [Product documentation](/articles) › 3. [Stakeholder Management](/articles?category=16) › 4. Teams in SRM Teams in SRM ============ Updated 4 weeks ago · 5 min read Search Search SRM uses the same [teams](/articles/11792463455375-Understanding-and-Managing-Teams) as the rest of your engagement site. Every SRM record can be owned by a team, or left without one. This article covers what setting a team actually does, the one setting that restricts access, how records inherit a team from their parent, and how to change a record's team. How team ownership works ------------------------ Every SRM record has a single **Team** field: stakeholders, organisations, initiatives, stakeholder groups, interactions, issues, notes and tasks. Setting it records which team owns that record. A record can have one team or none. **Setting a team does not hide a record on its own.** Whether other people can still see it depends on one checkbox on the team itself, covered in the next section. Every SRM list has a **Team** filter, so you can narrow an index to one team's records whether or not restriction is turned on. ![Adding a Team filter to the Stakeholders list with the team picker open](/storage/D8YWZcDeC5KuIbJ7s8JzTfZSBBLHIqQxlWbj4znQ.gif) Teams and roles do different jobs. Your **role** decides what actions you can take in SRM. **Teams** decide which records those actions apply to. See [SRM Roles](/articles/srm-roles). Restricted teams ---------------- A team is either **restricted** or **not restricted**. This is a checkbox on the team itself, **Restrict access to team members only**, on that team's edit screen. It is the only setting that hides SRM records from colleagues. There are three possible combinations, and this table is the whole rule: The record's **Team** field Is that team restricted? Who can see and edit the record Empty Not applicable Everyone with an SRM role Set to a team **No** Everyone with an SRM role. The team is a label, used for filtering and reporting. Set to a team **Yes** Only members of that team, plus administrators and other users with elevated permissions In other words, a record is hidden from a colleague only when **both** things are true: the record has a team set, **and** that team is restricted. Setting a team on its own changes nothing about who can see the record. ### The site-wide default for new teams **Settings > Teams** has a checkbox called **Restrict access to team users only by default**. It decides only how *newly created* teams start out. Every team's own edit screen overrides it, so you can run an open register with one or two restricted teams inside it. Decide this before a migration, because it changes how you set the **Team** field on every record. ### What a restricted team hides When a team is restricted, its records are hidden from non-members everywhere, not just on the record itself: - Lists and search results - Filter options and exports - Dashboard widget counts and tables - The dropdowns used to link one record to another, so a non-member cannot pick a restricted team's organisation when creating a stakeholder ### One team per record The **Team** field holds one team, so a record cannot be owned by two. Where several teams deal with the same stakeholder, either leave that record's team empty or add the people who need it to the owning team. A user can be a member of any number of teams, and sees the records of every team they belong to. Owners do not control access ---------------------------- **Relationship Owner(s)** on a stakeholder, and **Owner(s)** on an initiative, issue or organisation, record who leads the relationship or the work. They drive dashboards and filters. They do **not** restrict who can see or edit the record; only a restricted team does that. Naming an owner on a record everyone can see does not make it private. Team inheritance ---------------- To keep ownership consistent across related records, SRM inherits the team automatically when a record is created against a parent: - A **note** added to a stakeholder inherits that stakeholder's team. - An **interaction** created from a stakeholder or initiative inherits the parent's team. - An **issue** or **task** attached to a stakeholder inherits the team from the stakeholder. You can override the inherited team manually, but the default keeps everything tied to one engagement consistent. When to set a team, and when to leave it empty ---------------------------------------------- Set a record's **Team** field when: - It belongs to a specific engagement programme run by a specific team - You want to restrict who can see and edit it, and that team is a restricted team - You're working on sensitive or commercially confidential engagement Leave a record global (no team) when: - It is a shared reference, such as a major organisation everyone deals with or an industry-wide stakeholder group - You want every team to be able to log interactions against the same record rather than maintaining duplicates Changing a record's team ------------------------ 1. Open the record's **Edit** tab. 2. Find the **Team** field (top of the form or in the secondary section). 3. Pick the new team, or clear it to make the record global. 4. Click **Save changes**. To move many records at once, tick them on any SRM list and use the **Set team** bulk action. Switch on the **Team** column first so you can see what you are changing. See [Filtering, columns and bulk updates in SRM](/articles/filtering-columns-and-bulk-updates-in-srm). If the team you are moving records to is restricted, they will disappear from the lists of users who are not members of it, and appear for those who are. ![The stakeholder Edit screen with the Team field highlighted](https://engage.knowledge.civ.io/storage/qNOzIGjF8fnuYSO3x1mLrvfrviPX01uqXrzHBrc1.png) Related articles ---------------- The wider team model, covering how teams are created, how members are added and how project access is controlled, is in [Understanding and Managing Teams](/articles/11792463455375-Understanding-and-Managing-Teams) and [Advanced Team Management](/articles/11348540138639-Advanced-Team-Management-Taking-Control-of-Project-Access-and-Collaboration). Related SRM articles -------------------- - [SRM Roles](/articles/srm-roles) - [Getting Around SRM](/articles/getting-around-srm) Was this article helpful? ------------------------- Your feedback helps us prioritise what to rewrite. Yes No [ Back to Stakeholder Management ](/articles?category=16) On this page ### Still need help? Raise a request in the support portal and track it to resolution. [ Submit a support request ](https://engage.knowledge.civ.io/portal/login) Submit a support request through the [support portal](/portal) or email . © 2026 [Civio](https://civ.io) [Privacy Policy](/articles/privacy-policy) [Terms of Use](/articles/terms-of-use)