User / Group Roles

Last Revised:       Written by Veloxity CRM    Time Estimate: About 5 minutes to read. Version 2.0


Working with User/Group Roles (00:02:57)

Contents

What are User / Group Roles?

Definition

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: 

Figure 1. Show / Update Roles.

How can I use User / Group Roles?

What are the privileges for each role?

Tip: 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. 
Owner

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

Accounts have two options for ownership:

  • No Owner. Visible to everyone.
  • Single Owner

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 
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?

  1. Click Show/Update Roles.

  2. Click +Add Role Assignment. A numbered row is created in the table. 

  3. Enter User/Group and Role information:

    1. Click inside the User Group box. Select the User/Group for whom you'd like to create a role from the list of choices. 

    2. Click inside the Role box. Select the Role you'd like to create for the User/Group from the list of choices. 

  4. Click Save Changes. 

You are looking at a screenshot demonstrating how to Add User / Group Roles: 

  Figure 2. Add User / Group Roles.

How can I Delete a User / Group Role?

Delete a User/Group Role to remove the user/group's ability to view and act on the data.

  1. Click Show/Update Roles.

  2. Click the row number(s) corresponding to the roles you want to delete.

  3. Click Delete Role Assignments. 

  4. Click Save Changes. 

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?

User/Group Role to remove the user/group's ability to view and act on the data.

  1. Click Show/Update Roles.

  2. Click inside the box of the information you want to edit. Make changes.

  3. Click Save Changes. 

You are looking at a screenshot demonstrating how to Edit User / Group Roles:

 Figure 4. Edit User / Group Roles