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About Roles and Access Profiles

Users' roles and access profiles determine their access to tabs, features, and records. Each user has only one role, but the same role can be assigned to multiple users.

Access profiles are the components of roles that manage access rights to record types and their related information. The same access profile can be assigned to multiple roles, teams and books.

BIG PICTURE

Choosing roles for your users

Determine how each employee or groups of employees will use the application. Examine the job functions of your employees to determine:

  • What tasks they need to complete and which records they need to access
  • What kind of access they need to each type of record
  • If there are records or tabs that they should not be able to access at all.

The following table shows some examples.

Access Type

Example

Feature access

The Inside Sales Rep role provides access to the Convert button on the Lead Detail page.

Record access

The Executive role provides edit access to all opportunity records, regardless of the owner.

Tab access

By default, the Accounts and Opportunities tabs are accessible to a user with the Sales & Marketing Manager role, but not the Service Requests or Solutions tabs.

Review the characteristics of each of the prebuilt roles to determine if these roles meet the needs of your employees. The User and Role Setup Template, available in the Tools and Templates area of the Training and Support Center, contains information about the predefined roles, listing their record access, privileges, and default tab access. Keep in mind that the names of the prebuilt roles will not necessarily match your company's job titles. You must match job functions and tasks to the roles, not job titles.

If a prebuilt role is close to what you need for an employee group, copy and edit it to match it to your requirements. If no prebuilt role is close to what you need, create a new role from scratch to match your requirements.

Use the User and Role Setup Template to help you document the role requirements of your employee groups. Then, have the completed template available when you create or edit roles and set up your company's employees as users in the application.

For more information on roles, see Adding Roles.

For more information on profiles, see Setting Up Access Profiles.


Published 05/11/2007