{"id":937,"date":"2026-02-03T06:59:15","date_gmt":"2026-02-03T06:59:15","guid":{"rendered":"https:\/\/www.greytrix.com\/blogs\/creatio\/?p=937"},"modified":"2026-02-03T06:59:16","modified_gmt":"2026-02-03T06:59:16","slug":"improve-data-accuracy-by-filtering-the-owner-field-to-system-users-in-creatio-crm","status":"publish","type":"post","link":"https:\/\/www.greytrix.com\/blogs\/creatio\/2026\/02\/03\/improve-data-accuracy-by-filtering-the-owner-field-to-system-users-in-creatio-crm\/","title":{"rendered":"Improve Data Accuracy by Filtering the Owner Field to System Users in Creatio CRM"},"content":{"rendered":"\n<p>In Creatio CRM, the <strong>Owner<\/strong> field plays a critical role in defining responsibility and access control across records such as Accounts, Contacts, Activities, and custom objects. By default, many lookup fields in Creatio are based on the Contact object, which can lead to confusion when the requirement is to assign ownership strictly to system users rather than every contact record available in the system.<\/p>\n\n\n\n<p>This blog explains how to ensure that the Owner field displays only Users, instead of all contact records, using the Account object as an example. The same approach can be reused across other sections in Creatio with minimal configuration changes.<\/p>\n\n\n\n<p><strong>Understanding the Scenario<\/strong><br>In Creatio, a User is technically a Contact with additional system roles, permissions, and a linked user account. Because of this design, lookup fields pointing to Contact may unintentionally show:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Customers<\/li>\n\n\n\n<li>Vendors<\/li>\n\n\n\n<li>Partners<\/li>\n\n\n\n<li>Leads<\/li>\n\n\n\n<li>System users<\/li>\n<\/ul>\n\n\n\n<p>When configuring an <strong>Owner<\/strong> field, this behaviour is undesirable. Ownership should typically be limited to internal users such as sales representatives, account managers, or support agents.<\/p>\n\n\n\n<p>Let\u2019s take the Owner field on the Account page as an example. As shown below, the Owner field currently lists all system users along with more than 50 other contacts. However, only 15 of these records are actual system users<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img fetchpriority=\"high\" decoding=\"async\" width=\"1024\" height=\"454\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-1024x454.png\" alt=\"\" class=\"wp-image-938\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-1024x454.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-300x133.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-768x341.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-1536x682.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-2048x909.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/All-Users-Account-660x293.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"455\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-1024x455.png\" alt=\"\" class=\"wp-image-939\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-1024x455.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-300x133.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-768x341.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-1536x682.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-2048x910.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/System-Users-660x293.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Solution Approach: Using a Business Rule<\/strong><\/p>\n\n\n\n<p>Let\u2019s take the Owner field on the Account page as an example.<\/p>\n\n\n\n<p>The requirement is simple.<br><em>When a user clicks on the Owner lookup, it should display only system users, and exclude customers, vendors, and other non-user contacts.<\/em><\/p>\n\n\n\n<p>One of the easiest and most reliable ways to achieve this is by using a Business Rule. Business Rules allow us to control field behaviour without writing any code.<\/p>\n\n\n\n<p>By applying a static filter to the Owner field, we can restrict the lookup to show only valid system users.<\/p>\n\n\n\n<p><strong>Business Rule Configuration<\/strong><\/p>\n\n\n\n<p>To restrict the Owner field on the Account page, follow the steps below:<\/p>\n\n\n\n<p>1. Navigate to the Account page designer.<br><br>2. Click on the gear icon in the top-right corner to open the Business Rules Setup screen.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img decoding=\"async\" width=\"1024\" height=\"457\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-1024x457.png\" alt=\"\" class=\"wp-image-940\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-1024x457.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-300x134.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-768x343.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-1536x686.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-2048x914.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-1-660x295.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<ol class=\"wp-block-list\"><\/ol>\n\n\n\n<p>3. On the Business Rules Setup screen:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click Add Rule<\/li>\n\n\n\n<li>Enter a Name\/Title for the rule<\/li>\n\n\n\n<li>Click Add Action and Select Apply Static Filter<\/li>\n<\/ul>\n\n\n\n<p>Refer to the screenshot for the correct order.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"452\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-1024x452.png\" alt=\"\" class=\"wp-image-941\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-1024x452.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-300x133.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-768x339.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-1536x679.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-2048x905.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-2-660x292.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>4. Set <strong>Filter = Owner<\/strong> and click <strong>Setup Filter<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"448\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-1024x448.png\" alt=\"\" class=\"wp-image-942\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-1024x448.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-300x131.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-768x336.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-1536x671.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-2048x895.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-3-660x288.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>5. On the Filter Setup screen:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Click <strong>Add Condition<\/strong><\/li>\n\n\n\n<li>Click the plus icon under Contact and Select <strong>System administration object (by column Contact)<\/strong><\/li>\n\n\n\n<li>Choose <strong>Column = Quantity<\/strong><\/li>\n\n\n\n<li>Click Select<\/li>\n<\/ul>\n\n\n\n<p>Refer to the screenshot for the correct order.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"450\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-1024x450.png\" alt=\"\" class=\"wp-image-943\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-1024x450.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-300x132.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-768x338.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-1536x676.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-2048x901.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-4-660x290.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>6. Set the following filter conditions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>System administration object (by column Contact) exists<\/li>\n\n\n\n<li>Type = 4<\/li>\n\n\n\n<li>Name \u2260 (Not Equal) Mandrill<\/li>\n\n\n\n<li>Name \u2260 (Not Equal) SysPortalConnection<\/li>\n<\/ul>\n\n\n\n<p>Refer to the screenshot for the exact configuration.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"621\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-5-1024x621.png\" alt=\"\" class=\"wp-image-944\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-5-1024x621.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-5-300x182.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-5-768x465.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-5-660x400.png 660w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Image-5.png 1457w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Additional Information<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Type = 4 means the contact is a system user (not a portal user).<\/li>\n\n\n\n<li>Active = Yes ensures only active users are shown.<\/li>\n\n\n\n<li>Mandrill and SysPortalConnection are native system users that should not appear in the Owner list.<\/li>\n<\/ul>\n\n\n\n<p>After completing the configuration:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Save the Business Rule<\/li>\n\n\n\n<li>Save the page designer<\/li>\n\n\n\n<li>Log out and log back into Creatio<\/li>\n<\/ul>\n\n\n\n<p>Now navigate to the <strong>Account page<\/strong> and check the <strong>Owner<\/strong> field. It will display <strong>only system users<\/strong>, not all contacts.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"454\" src=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-1024x454.png\" alt=\"\" class=\"wp-image-945\" srcset=\"https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-1024x454.png 1024w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-300x133.png 300w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-768x340.png 768w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-1536x680.png 1536w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-2048x907.png 2048w, https:\/\/www.greytrix.com\/blogs\/creatio\/wp-content\/uploads\/2026\/02\/Only-System-users-on-account-660x292.png 660w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Conclusion<\/strong><\/p>\n\n\n\n<p>Filtering the <strong>Owner<\/strong> field to show <strong>only system users<\/strong> is a <strong>small but impactful configuration change<\/strong> in Creatio CRM. By leveraging <strong>Business Rules<\/strong>, administrators can maintain clean and accurate data, prevent incorrect ownership assignments, and ensure consistent ownership behavior across the application.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>In Creatio CRM, the Owner field plays a critical role in defining responsibility and access control across records such as Accounts, Contacts, Activities, and custom objects. By default, many lookup fields in Creatio are based on the Contact object, which can lead to confusion when the requirement is to assign ownership strictly to system users\u2026 <span class=\"read-more\"><a href=\"https:\/\/www.greytrix.com\/blogs\/creatio\/2026\/02\/03\/improve-data-accuracy-by-filtering-the-owner-field-to-system-users-in-creatio-crm\/\">Read More &raquo;<\/a><\/span><\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[12],"tags":[4,58,31,15,59],"class_list":["post-937","post","type-post","status-publish","format-standard","hentry","category-creatio","tag-creatio","tag-creatio-business-rule","tag-creatio-configuration-tips","tag-creatio-crm","tag-users"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.3 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Improve Data Accuracy by Filtering the Owner Field to System Users in Creatio CRM - Creatio \u2013 Tips, Tricks and Components<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.greytrix.com\/blogs\/creatio\/2026\/02\/03\/improve-data-accuracy-by-filtering-the-owner-field-to-system-users-in-creatio-crm\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Improve Data Accuracy by Filtering the Owner Field to System Users in Creatio CRM - Creatio \u2013 Tips, Tricks and Components\" \/>\n<meta property=\"og:description\" content=\"In Creatio CRM, the Owner field plays a critical role in defining responsibility and access control across records such as Accounts, Contacts, Activities, and custom objects. 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