CRM Security

The data security model protects the confidentiality of your data at the user level and the form level.

User Level

User Level Security is set-up on the User Maintenance form. Access the CRM security settings by clicking the CRM button on the User Preferences form.

CRM uses the All/Team/Mine concept to control access to records. User level security is defined at the All and Team level, with the Mine view available times. User preferences allow for:

• Allow Security Changes - Determines if the user can edit Assign To detail on the Security tab on the Maintenance forms.
• Read/Change/ Delete All Records - Determines if the user can read, change, or delete records, regardless of the user and team that they are assigned to. If the User is not authorised to use All records, then the All View are not available on the Maintenance forms.
• Read/Change/ Delete Team Records - Determines if they can read, change, or delete records assigned to the user's team(s). If the user is not authorised to use All or Team records, then only the Mine View is available on the Maintenance forms.
• Can Verify Information - Determines if the user can verify information by clicking the Verified checkbox on the Maintenance forms.
• Add My Own Records - Determines if the user can add records.
• Delete My Own Records - Determines if the user can delete records that they are assigned to.
• User Scripts - Determines if the user can access user scripts.
• System Scripts - Determines if the user can access system scripts.

Note: The security hierarchy expands to CRM item level, which enables you to grant access to individual CRM items, such as organisations, quotes, or calls.

A CRM user must have read access for an organisation to create related records with the organisation.

User Level - Financial Integration

Use the Integration tab (which you access by clicking the CRM button on the User Preferences form) to indicate which Financial Integration items the user has access to — for example, link a CRM organisation to an AR customer. Select the items to which the user has access. CRM users don't need a license to perform Financial Integration tasks from CRM. However, this feature allows CRM to maintain strict security.

Form Level

All the main forms in CRM contain a Security tab and a View field. The Security tab contains and displays the assigned user and team.

• Assigned User displays the user that the record is assigned to.
• Assigned Team displays the teams that the record is assigned to.

Records are created with the assigned user or team defaulting based on:

• User Preferences
  • Default Assigned User:
    • Module Default: CRM system settings are used.
    • Mine: Defaults to the user who is logged in.
    • Unassigned: No default user is assigned when a new record is created.
  • Default Assigned Team:
    • Module Default: CRM system settings are used.
    • Default Team: The default team for the logged in user is used.
    • Unassigned: No default team is assigned when a new record is created.
• CRM System settings
  • Default Assigned User:
    • Mine: Defaults to current user
    • Unassigned: No security user is assigned
  • Default Assigned Team:
    • My Default Team: Defaults to current users default team
    • Unassigned: No security team is assigned

The View field contains the All, Team, and Mine views that the user has access to based on user-level security settings. This field determines which records you have access to. These options are available, depending on your user level security settings:

• All - All database records are available, no limitation using the assigned user or team
• Mine - Only the records that you are assigned to are available
• Team - Only the records that are assigned to your teams are available

Note: The super user can change the View setting, giving you access to all records.