Security & Permissions

Overview

Security Roles (Permissions) allow administrators to choose which staff members can read, create, update or delete records of different entities.

Create = Can create records of this entity Read = Can read records of this entity Write = Can update/edit records of this entity Delete = Can delete records of this entity Append = Append To = Assign = Can make another User the Owner of a record

The example below shows the 'Team Member' security role. This means that any User given the 'Team Member' role can do anything to Account records except delete them permanently (they can still deactivate them).

Assigning Security Roles

If you are a CRM Administrator, you can give Users additional Security Roles to allow them to manage records of different types. The User's position and responsibilities will determine what Roles they require.

The Security Roles are set up to be very simple. Typically there is a Security Role for each entity (e.g. Controlled Documents, CPRA, Risk). Most Security Roles give 'Read, Create, Write, Append, Assign' permission for that entity. Remember, auditing is enabled for most entities so all changes are tracked.

See the list of Security Roles

How to change a User's Security Roles:

1. Go to the list of Users and select the User.

2. In the command bar, click 'Manage Roles'.

3. Check/Uncheck the Security Roles you want the User to have. Click 'Ok' to apply the changes.

List of Security Roles

See below the list of Security Roles.

Administrator

Notes: Delete

User Settings: Create, Read, Write, Delete, Append To

Activity Category: Delete, Assign

Controlled Documents

Controlled Documents: Create, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

CPRA

CPRA: Create, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

Data Dictionary

Definition: Create, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

Devices

Device, Device Allocation: Create, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

Dynamics 365 App for Outlook User

This Security Role is provided by Microsoft. It enables a User to use the 'Dynamics 365 App for Outlook'.

Legislation

Legislation, Legislative Body: Create, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

Risks

Risk, Risk Action: Create, Write, Delete (if record owner), Append, Append To, Assign

Software

Software, Software Allocation: Create, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

User Management

User: Write, Append, Append To

User Settings: Read, Write, Append To

Assign manager for a User Assign Territory to User Approve Email Addresses for Users or Queues Assign position for a user Enable or Disable User Reparent user

Team Member

Account: Create, Read, Write, Append, Append To, Assign (if record owner)

Contact: Create, Read, Write, Append, Append To, Assign

Note: Create, Read, Write (if record owner), Delete (if record owner), Append (if record owner), Append To (if record owner), Assign (if record owner)

Report: Create, Read, Write (if record owner), Delete (if record owner), Append (if record owner), Append To, (if record owner), Assign (if record owner)

Marketing List: Create, Read, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

Activity Category: Create, Read, Write, Append, Append To

Agreement: Create, Read, Write, Delete (if record owner), Append, Append To, Assign

Contact Role, Contact Role Type: Create, Read, Write, Delete (if record owner), Append, Append To, Assign (if record owner)

Definition: Read, Append, Append To

EULA: Create, Read, Write, Delete (if record owner), Append, Append To

Risk, Risk Action: Create, Read, Write (if record owner), Append (if record owner), Append To (if record owner), Assign (if record owner)

Create Quick Campaign View Audit Partitions, History, Summaries Bulk Edit