Last Revised: Written by Veloxity CRM Time Estimate: About 4 minutes to read. Version 2.0
Contents
What are User/Group Role Definitions?
Definition
Set up User/Group Role Definitions to enable the secure sharing of data in your system.
- User/Group Roles allow record owners to assign users specific roles when accessing a data record.
- Roles determine what information a user can view, and what actions the user can perform with the data.
- Roles include privileges such as the ability to read the data, edit the data, delete the data, assign and edit user roles, and change data ownership.
Tip: For example, if I create a new Opportunity Record in the system, as the record owner, I can add my team members and give them a Read-only role. These users can view the record, but not make any changes.
How can I Setup User/Group Role Definitions?
Setup User/Group Role Definitions to define the roles that are available in your system.
Tip: See also Using Group Manager. Group Manager configures Data Type Access and System Level Privileges.
Where can I find User/Group Role Definitions Setup?
User/Group Role Definitions Setup are found on CRM Setup.
From the Main Menu, click My Profile > App Setup > CRM Setup > User/Group Role Definitions
Navigating Group Role Definitions
You are looking at a screenshot of the Main Features of Setting Up User/Group Roles:
Figure 1. Main Features of Setting Up User/Group Roles.
How can I Setup User/Group Role Definitions?
Record Owners assign User/Group Roles that determine which users can view the data record, and what actions the users can perform with the data.
The Users/Groups and Roles available are set up by the Veloxity CRM administrator.
How can I Add a New Role?
- Click Add Role Definition.
- A new line is added to the table.
- Name the New Role, and select the role definitions (privileges).
- Click Save.
How can I Delete a Role?
- Select the line number of the role to be deleted.
- Click Delete Role Definitions.
- Click Save.
How does record ownership work?
Can a Record have more than one Owner?
Data Types can have no owners, single owners, or multiple owners. Refer to the following table to understand ownership by data type:
| Data Type | Owner Assignment Type |
|---|---|
| Accounts | Accounts have two options for ownership:
Accounts are initially added to the system without an owner. Once an owner is established for an Account Record, user / group role privileges apply. |
| Activities | Multiple Owners |
| Contacts | No Owners. Visible to everyone. |
| Files | Single Owner |
| Leads | Multiple Owners |
| Opportunities | Single Owner |
How is Record Ownership established?
Record Ownership can be established in two ways:
- Owners can be manually assigned to records using User/Group Roles.
- Record ownership can be automatically assigned by Veloxity CRM. Set up automatic Owner Assignment Rules to automatically assign record ownership to specific users when specified criteria is met.
How is Record Access determined?
User/Group Roles determine which users can view the data record, and what actions the users can perform with the data.
- If there is no Owner assigned above or below the record, then all users are granted access to the data record.
- Owners always have read and edit privileges. Additional Owner privileges are configured here in User / Group Role Definitions.
- User / Group Role Privileges are inherited downward. Privileges extend to the descendants of the data record.
How can I select the privileges for each role?
For each Role Name, use the check interface to select the privileges users with that role can perform:
| Read | Does this user / group role have permission to read the record? If so, select. (The Record Owner always has read / write privileges.) |
| Write | Does this user / group role have permission to edit the record? If so, select. (The Record Owner always has read / write privileges.) |
| Delete | Does this user / group role have permission to delete the record? If so, select. |
| Role Management | Does this user / group role have permission to change other user's roles? If so, select. |
| Owner Management | Does this user / group role have permission to change who owns the record? If so, select. |
| Owner |
Is this user / group the record owner? If so, select. When the owner of a record changes, the new owner will always implicitly be granted the Owner user role. |
Figure 2. Select Role Privileges.