I am dealing with an existing system that currently has a nearly identical solution spread across multiple organizations. Each organization represents a different project. Each of the projects go through similar processes using mostly the same fields but could potentially have some small customizations specific to it such as different values in an option sets and maybe some added fields but the extra fields are not necessary. I am trying to think of a way to to contain all of this in one organization to enhance reporting company wide and foster re-usability since a new project could use reuse components from multiple previous projects.
I tried to think of a way to use aspects like business units and teams but the issue is that a user is usually working on one or two projects at the same time and I want their views to be relevant to the one specific project they are working on at that moment. While being able to access the records from other projects that are using the same entities whenever they would like. There will be dozens of these projects and new ones will be constantly added. Currently, there are about twenty entities that the projects use. I am not sure how to make this automatically accessible to users in a simple fashion so that it doesn't require constant toggling of different views and forms from a big list or an admin to manually move them around.
Security wise core users should be allowed to see all records and projects in the system (but being able to limit what projects they see would be a plus). There will also be a second group users that will have limited access to records for specific projects. I would like to implement a "private" flag in the forms that if selected by a core user will hide that record from the second user group.
Thank you in advance as I am new to designing in CRM, any advice no matter how big or small is much appreciated!