Profiles are used to control actions that users can perform on records. Also, the profiles can be used to restrict access to specific fields, modules, and features such as import, export, etc. When a profile is associated with a role, the access rights defined in the profile will be applied across all users in that role.
Click on the Profiles menu to open the list view of your profiles as shown in the figure. Here you see a list of all profiles that have been defined at your CRM system.
The CRM systems come with a set of predefined profiles that you can use and change but not delete.
You may change the profile by clicking on the writing button.
You can create different profiles and associate them with roles in coreBOS CRM. For instance, you can create different profiles for your Sales team, Support team, etc
Follow a few simple steps to create a profile:
To create a new profile click on the New Profile button at the list view. Follow the instructions provided:
Step 1: Creating Profiles
Give the profile a unique name and a description. Select whether you would like to use an existing profile as a template. It is recommended to use this option.
Click on Next to continue.
Step 2: Defining Permissions
The menu for step two is displayed in the figure. At this step, you configure the access privileges for all modules. First, you might select at the Global Privileges entry fields whether the profile allows you to view or edit all data.
Then you can configure the profile related access privileges for each individual CRM module. You may select Create/Edit, View and Delete privileges as well as the fields to be displayed in each module.
To disable a specific module, you'll need to uncheck the checkbox corresponding to that module. To disable permissions on a specific module, you'll need to uncheck the checkbox under the corresponding tab. For instance, if you don't want your support team to Create/Edit Contacts, you'll need to uncheck the checkbox next to Contacts and under Create/Edit tab.
Note the following rules:
*Revoked privileges overstrike always granted privileges
*At the CRM system there are special rules, please note the special rules marked as “Important”
Thereby, the CRM system distinguishes the following privilege types:
When you create a profile the global privileges allows you to decide whether the common privilege to view or edit all information/modules of the coreBOS system is given:
View all: user can view all module data in the organization
Edit all: user can create/edit all module data in the organization
For example, let us assume in a profile the access to the Potentials tab is denied via Tab Privileges. Even then a standard user can view the Potentials module data if the 'View all' permission is set in the Global Privileges of the user's profile.
The option to set tab privileges allow you to decide which tabs or modules to be shown.
This includes the Leads, Accounts, Contacts, Potentials, Dashboards, Activities, Trouble Tickets, FAQ, Calendar, Price Books, Purchase Orders, Invoices, Reports, Notes, Emails, Products, Vendors, Quotes, Sales Orders, RSS, and Campaigns modules.
The option to set standard privileges allow you to decide whether to Create or Edit, Delete, and View privileges are given related to the CRM modules.
That includes the Leads, Accounts, Contacts, Potentials, Activities, Trouble Tickets, FAQ, Price Books, Purchase Order, Invoices, Notes, Emails, Products, Vendors, Quotes, and Sales Orders modules.
The option to set field privileges allows you to decide what entry field for each CRM module will be available for roles that are based on this profile.
That includes the Leads, Accounts, Contacts, Potentials, Activities, Trouble Tickets, FAQ, Price Books, Purchase Orders, Invoices, Notes, Emails, Products, Vendors, Quotes, and Sales Orders modules.
Numerous CRM modules come with utility functions such as Import, Export, Merge, and Convert Lead. The option to set utility privileges allows you to decide whether these functions will be available for roles that are based on this profile.
For example, let us assume that the organization sharing rule allows a user to view the Potentials of other users. However, if the profile does not allow to access the Potential module these access privileges are revoked.
Click on Finish to save your profile at the CRM system.
If existing profiles doesn't meet your requirements, you can delete them right away. Before deleting, the responsibilities of that profile should be transferred to another existing profile. Follow a few simple steps to delete an existing profile
In the list view of Profiles, click the trash icon to the right of your desired profile
In the popup, transfer responsibilities to another existing profile
Step 3: Assigning users to a profile
Profile cannot be directly linked with users. You'll need to associate a profile with a role; as a result, privileges are affected to all users across that role.
You can associate multiple users and profiles for the same role.
When you associate multiple users for the same role, the users under the role will not be able to see each others' records.
A role always works with respect to Profiles and Sharing Access.