Last Revised: 07 Aug 2020 Written by Veloxity CRM Time Estimate: About 5 minutes to read. Version 2.0
User / Group Roles (4:11)
Jump to the following sections to learn more about User / Group Roles:
- What are User / Group Roles?
- Where can I find User / Group Roles?
- How can I use User / Group Roles?
- Related articles
What are User / Group Roles?
User / Group Roles grant record-level privileges to users in Veloxity CRM. These roles determine what information a user can view, and what actions the user can perform, with the data.
Record-level privileges include actions such as viewing, editing, and deleting data records.
How can I use User / Group Roles?
User / Group Roles are an important security feature allowing secure data sharing and collaboration.
Where can I find User / Group Roles?
User / Group Roles are located on the Key Information Panel.
Navigating User / Group Roles
You are looking at a screenshot of the location of Show / Update Roles on the Key Information Panel:
Figure 1. Show / Update Roles on the Key Information Panel.
How can I use User / Group Roles?
What are the privileges for each role?
Your settings may look different than those in this example. The User / Group Roles enabled in Veloxity CRM will depend upon the settings configured by your Veloxity CRM administrator.
For each User / Group select the privileges users with that role can perform:
|Read||Does this user/User / Group role have permission to read the record? If so, select. (The Record Owner always has read/write privileges.)|
|Write||Does this user/User / Group role have permission to edit the record? If so, select. (The Record Owner always has read/write privileges.)|
|Delete||Does this user/User / Group role have permission to delete the record? If so, select.|
|Role Management||Does this user/User / Group role have permission to change other user's roles? (This applies both to the data record and to descendents of the record.) If so, select.|
|Owner Management||Does this user/User / Group role have permission to change who owns the record? (This applies to both the data record and to descendents of the record.) If so, select.|
Is this user/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.
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 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.
|Contacts||No Owners. Visible to everyone.|
|Sales Divisions||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. Automatic Owner Assignment Rules are set up by your Veloxity CRM Administrator. Rules are created to automatically assign record ownership to specific users when specified criteria is met.
How is Record Access determined?
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 Roles are configured by your Veloxity CRM administrator.
- 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 Add User / Group Roles?
The Veloxity CRM Administrator configures User / Group Roles. Without administrative access, you cannot add users or roles to the pick list.
You are looking at a screenshot demonstrating how to Assign User / Group Roles:
Figure 2. Assign User / Group Roles.
How can I Delete a User / Group Role?
You are looking at a screenshot demonstrating how to Delete User / Group Roles:
Figure 3. Delete User/Group Roles.
How can I Edit User / Group Roles?
You are looking at a screenshot demonstrating how to Edit User / Group Roles:
Figure 4. Edit User / Group Roles