Using Profiles to control CRM access
Introduction
Profiles contain the basic set of “Rules” that determine what areas of the CRM a user can access. Using profiles you can control the following:
- Which module a user can access? eg. Access contacts but not potentials etc.
- The type of access to each module a user has. eg. Create records, View records, Delete Records
- Which fields are visible to a user
Profiles are assigned to Roles which are then assigned to users. Each user can be assigned one Role only. Roles can be linked to multiple profiles. eg.
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How to use Profiles.
In this example, we are going to set up access privileges for 3 different people.
- A Salesperson
- A Support Person
- Their common Manager
We’ll start by creating 2 profiles:
- Sales Profile
- Support profile
Each Profile contains the following Permissions:
Profile | Permissions |
---|---|
Sales Profile | Read/write access to people Read/write access to Potentials |
Support Profile | Read/write access to people Read/write access to tickets |
We’ll then create 3 roles:
- Sales
- Support
- Sales / Support Manager
And Assign the two profiles as follows:
Role | Linked Profile |
---|---|
Sales | Sales Profile |
Support | Support Profile |
Sales/Support Manager | Sales Profile Support Profile |
Here is the result of this scenario:
Sales Person – Can access all people records and potentials, but can NOT access tickets.
Support Person – Can access all people records and tickets, but can NOT access potentials.
Sales / Support Manager – Can access all people records and both potentials and tickets.
How to Create a Profile
- Click the -> Settings icon then click -> Settings
- In the -> User and Access Management section click -> Profiles
- Click -> New Profile
- Enter a Profile name
- Enter a description for the profile
- You can copy the settings from an existing profile or create a new one. Choose an option and click -> Next
- Select the modules you want to enable/disable for this profile
- Edit the permissions for the module
- Click the -> Fields and Tools Setting drop-down to select which fields will be visible through this profile
- Click Finish when you’re done.