A basic explanation of user and access management
Introduction
The CRM system gives you the ability to control exactly what modules and fields each user can access. It’s important to understand the basics of the system and how it works.
We’ll cover the basics of user and access management in this article.
What you can control
Access to modules
You can restrict a user from accessing a complete module or restrict their access to:
- Create a record
- View records
- Delete records
Example 1. – Restrict access to the module
Let’s say you have a support person, and you don’t want them to have access to the potential module. you can completely restrict access to this module. In this case, the user simply won’t see the option to access this module on the menu.
This can be achieved using “Profiles” and “Roles”
Example 2. – Restrict access to view only
Let’s say that you want a specific user (or group of users) to view contact records but not edit or delete them. You would then set the permissions to ‘view only’ for the contacts module.
This can be achieved using “Profiles” and “Roles”
Access to fields
Using Field access you can enable or disable any non-required fields system-wide so no user will see the fields.
Example 1. Hide unwanted fields system-wide
Say you wanted to remove several unused fields in the leads module. You could achieve this by simply unchecking the field in Field access.
This can be achieved using “Field access”
Example 2. Hide field for a specific user
You can also hide fields for a specific user. this allows the field to be seen by other users but hides it for one or more specific users.
This can be achieved using “Profiles” and “Roles”
Access to Data
Besides controlling access to modules and fields, you can also control access to certain data in the CRM. For example, you can set the sharing permission so that a user can only view and edit data that is assigned to them, or they can view all data but only edit data that is assigned to them.
Example 1. User can only see their data
You can set the sharing permissions so that a specific user can only see data that is assigned to them. This can be set on a module-by-module basis.
This can be achieved using “Sharing Access”
Example 2. Users can view all company data but only view their contact data
This setup could allow a user to view all company details but only contacts that are assigned to them.
This can be achieved using “Sharing Access”
Example 3. Users can view all data but only edit their own
In this scenario, a user would be able to view all records in all modules but only edit their data.
This can be achieved using “Sharing Access”