USERS & SECURITY (controlling what you can see)

Topics Covered:

A. User Profiles - Standard vs Admin
B. User roles - organization hierarchy
C. Data Sharing

Controlling what you can see is an important aspect in CRM. Whether all records are kept public or more privacy aspects are involved can be set in Salesmate.

A. User Profiles

Salesmate comes pre-configured with two profiles:

1) Admin

2) Standard

• An Admin User can create profiles that define the access permissions for the users.
• However, a user can edit Standard Profile or Add multiple profiles as per their requirements.
• Note, the changes can be only be made if the user has Admin or equivalent privileges.
• Set module-level and feature-level permissions for different profiles.

Admin Profile:

(Non Editable)

• These users have full control and visibility over the system, except for private emails.
• They cannot delete Email of other users, but can view them as per data sharing policy is shared public or with Teammates and Owners.
• Salesmate allows having multiple admins in the system.
• The primary registered user who signed up with Salesmate is an admin user by default.
• Admins can further delegate administrative privileges to other users.

Standard Profile:

A user can be assigned Standard Rights or other Rights that can be created other than default Standard right and Managed with users of multi discipline.

• Standard rights are added as default and can be later modified as per user needs and utility.
• Standard rights are editable Profiles

To Create a profile:

• Go to Setup
• Users & Security

• Go to Profile Permissions

• Click on + Add New Profile
• Enter the Profile Name

• Choose the profile which should be cloned
• Give a description of the Profile

• Make necessary changes in the default selection of rights assigned
• Click Save button to continue

B. User Roles - organization hierarchy

Note: Two fixed roles ( CEO & Manager ) in Starter Plan. Custom Roles in Growth Plan.

This helps you to setup organization-wide role hierarchy and sharing rules between them.

To create a new role:

• Go to Setup
• Users & Security
• Go to Security Roles

• Hover over a Role (under which you want to add a Role)
• Click on (+) Add Role

• Enter the Role Name
• Choose the reporting role
• Give a description of the role
• Set the data sharing with peers (Selection of this option allows data to be shared with users on same Role)

• Save

C. Assigning Roles and Profiles

Since Roles of users evolve within the organization. It may require that you may need to update the Roles and Profile Permissions of users.

Here are steps to update Roles and Profile Permissions

• Go to Setup
• USERS & SECURITY
• Click on Users

• Click on the user you want to update

• Go to the top Right Section Menu (Three Dots)
• Click on Edit

• Go to Profiles and Roles Field to update the information
• Click on Update

D. Data Sharing

By default, access rights to all records are set as private so that the record owner and his/her manager can oversee the data. However, using the Data Sharing Rules, you can extend the access rights to users belonging to other roles and profiles. Once the data sharing rules are configured, users associated with other roles and profiles can gain additional access to the records that belong to other users.