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User Management - Roles
Before getting into the details of creating and managing roles, let us learn about the relationship of roles with users and profiles.
Every user has a role. A role can have a profile assigned to it. If a profile has certain permission, then users who belong to the profile have that permission. For example, if a profile is given permission to edit or delete records, then the users of the profile can edit or delete records. On the contrary, you can also assign privileges directly to a role.
Default roles
Let’s take an example of Organization as a company. Zaris CRM provides the following role hierarchy for a company by default:
Feature Availability and Limits
Sales/Help Desk Starter | Sales/Help Desk Professional | Sales/Help Desk Enterprise | All-in-One Professional | All-in-One Enterprise | |
| Roles | ✓ | ✓ | ✓ | ✓ | ✓ |
| License Types | |||||
| Standard | ✓ | ✓ | ✓ | ✓ | ✓ |
| Single App User | – | – | – | ✓ | ✓ |
| Light Agent | – | – | ✓ | ✓ | ✓ |
| Limits on Roles | |||||
| Maximum number of roles | 5 | 25 | 250 | 25 | 250 |
Note:
- There should be at lease one standard user to add a Light Agent or Single App user.
Important Fields in Roles
Field name | Description |
Role Name | Mandatory Field The name of the role. |
Reports To | Users with the role specified in Role Name report to users with the role specified in the Reports To field. |
Can Assign Records To | Users with the role specified in Role Name can assign records to other users according to the option chosen in this field. |
Privileges | Users with the role specified in Role Name have the privileges that are set in this field. |
License Type | The type of license for the role:
|
Creating a User Role
You can create a user role under any role listed in the hierarchy.
Follow these steps to create a role:
- Click Settings.
- Look for the User Management section.
- Select Roles.
- Hover over a role and click the + icon located on the right side to create a subordinate role under it.
- Enter the details such as role name, record assignment, module/field-level privileges, etc.
- Click Save.
Setting Privileges to a Role to Assign Records
You can set up privileges for a role to assign records to other users. For example, a user with the role of VP of Sales can be given permission to assign records to all the CRM users or groups.
You can set up permissions while creating or editing a role. You have the following options:
- For users:
- All Users – Can assign records to all the CRM users
- Users having Same Role or Same Hierarchy or Subordinate Role – Can assign records having the same role, users in the role hierarchy, or users who have subordinate roles
- Users having Subordinate Role – Can assign records to users who have subordinate roles
- For groups:
- All groups – Can assign records to all groups in the CRM
- All Groups that user is part of – Can assign records to all the groups that the user belongs to
- Selected Groups – Can assign records to select groups (You need to select groups in this case.)
- Cannot assign to any group – Cannot assign records to any group
Steps to Configure Assignment Privileges:
Log in to your CRM account with an administrator profile.
Click the User Menu (typically your profile icon or name) in the top-right corner of the screen.
Select Settings from the dropdown menu.
Navigate to the User Management section and select Roles. You will be directed to the Roles page, which displays the role hierarchy.
Click on the specific Role you wish to edit from the hierarchy.
In the role configuration window, locate the “Can Assign Records To” field.
Define User Assignment Permissions:
Select one of the following options to specify which users this role can assign records to:All Users
Users having Same Role or Subordinate Role
Users having Subordinate Role
Define Group Assignment Permissions (if applicable):
In the same section, select one of the following options to specify which groups this role can assign records to:All groups
All Groups that user is part of
Selected Groups
Cannot assign to any group
Selected Groups and Group Members
Once you have configured the desired privileges, click the Save button to apply the changes.
Your role’s record assignment privileges have now been successfully updated.
Assigning Other Privileges to a Role
Privileges such as editing a record, deleting a record, viewing personal fields, etc. can be set at the profile level or role level.
Follow these steps to assign privileges to a role:
- Click Settings.
- Look for the User Management section.
- Select Roles. You will land on the Roles page.
- Click on a role in the hierarchy to edit it.
- Go to the Privileges field.
- Select one of the following options:
- Assign privileges directly to Role –This option lets you assign privileges to the role you are creating. When you select this option, the Copy privileges from and Edit privileges of this profile sections appear.
- Select a profile in the Copy privileges from dropdown. The privileges from the profile that you select are shown in the Edit privileges of the profile section.
- Choose an app (Inventory, Sales, etc.) from the Edit privileges of the profile section and click the downward arrow on it.
- Choose a module. Enable or disable the checkbox for View, Create, Edit, or Delete to provide or revoke the respective permissions for the module.
- Click the downward arrow on a module. All the fields in the module are shown in the Fields section.
- Move the toggle button beside a field to the left to make it invisible, center to make it read-only, or right to make it writable.
- Note: You cannot change permissions for mandatory fields.
- Scroll down to the Tools section. Enable the checkbox to provide access to a tool. Disable it otherwise.
- Click Save.
- Assign privileges from existing profiles – This option lets you select profiles from which you want to copy the privileges to the role. When you select this option, the Assign Profiles section appears.
- Click inside the text area in the Assign Profiles section. All the profiles set up in the CRM are shown.
- Select the profile whose privileges you want to copy.
- Assign privileges directly to Role –This option lets you assign privileges to the role you are creating. When you select this option, the Copy privileges from and Edit privileges of this profile sections appear.
- Note: You can select multiple profiles here.
- Click Save
