From the organization's point of view, user administration means the administration of privileges. Essentially, the use of privileges depends on the number of users and the company structure. Few users in small enterprises have few requirements for a privilege administration. With an increasing number of users the complexity of the relations between the user's increases and usually it develops the need to assign and administer privileges.

The CRM system offers a privilege system that is based on the following simple-looking rules: 

  • Who can see certain data? 

  • Who can change certain data? 

  • Who can delete certain data? 

  • Who can create certain data? 

Therefore, it is necessary that the user privilege assignment is truly based on business requirements as described in the following examples: 

  • Only the sales staff is allowed to change the customer-related data. 

  • The secretary does not get any access to revenue numbers. 

  • Only the product manager is allowed to change the prices of services or goods offered by the company. 

  • Only the management is allowed to see all CRM data. 

  • Nobody is allowed to export any contacts.

Considering the current CRM capabilities of managing user privileges you should configure your system in the following order: 

  1. Set the Default Organisation Wide Privileges: Organisation Wide Privileges should be created first. They are the basis for the privilege assignment valid for all users.

  2. Create Profiles: To control what modules and fields each user can see and modify, CRM administrators can create and customize user access profiles that are applied to users through their hierarchical roles. In any organization, there are usually different users with different tasks, like sales, service, secretariat or CRM administrator. Depending on the user type the privileges for accessing data and using CRM modules and functions can be assigned.

Define Roles: Roles is where you define your organizational hierarchy, which determines who can see what records in coreBOS when record sharing in the Sharing Rules Settings area is set to private. Roles are based on profiles. They define the overall privileges for each individual user.

 Please note:

Private records mean that users assigned to a role in the hierarchy cannot see records assigned to individuals or groups at the same level or higher up within the role hierarchy. For example, a manager can see all of his assigned employees contacts but employees can’t see each other’s assigned contacts.


  1. Define Groups: Larger organizations may define groups to improve the usability of the CRM system. Groups allow you to group various CRM users together to assign group responsibilities and tasks as well as to assign group access to specific records.
  2.  Create Users:   The privileges of individual users are defined by roles. You have to assign a role to a user.


NEVER use the admin role for your daily work with CRM system. It is advised to create individual users instead. Later, if you want to delete a user, you can assign all data to a new user.

Single users do not need any privilege management. They have and need all privileges to access and to change all data stored at the CRM. 

Nevertheless, it is helpful to know the basics of privilege assignment. This might be needed if additional users will be required in the future. A small number of users, who use the CRM system together, should be familiar with the simple solutions offered by the privilege assignment. That includes especially: 

  • To prohibit that other CRM users see confidential data. 

  • To prohibit that other users can delete or modify data. In a small organization, there is usually no pronounced hierarchy between coworkers.

A complex privilege administration does not have to be developed. However, if it should be necessary to granulate the privileges more finely, you should begin with the use of different profiles. Each individual user may get its own profile with certain privileges. To provide a larger number of users within an organization with different user privileges, a clear structure of the privilege assignment is necessary.

It is meaningful to connect user privileges with the position or tasks of each individual user or user group. The current CRM version supports a fine-grained privilege management. To prohibit other CRM users to see confidential data. 

Table of contents:

Admin Manual
Developer Manual