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Adding Roles

You can add roles to the application by:

  • Creating new roles from scratch
  • Copying existing roles and editing their privileges and access

When you need users with the same role to see different page layouts, it is easier to copy an existing role. Copying a role retains the access privileges of the original role, but it allows you to customize pages so that users assigned those roles are presented with only the views and fields relevant to their work.

For example, your North American and EMEA Executives might need to view opportunity information in different ways, requiring different fields and page layouts for each set of users. To accommodate that, create two different roles based on the default Executive role: Exec - North America and Exec - EMEA.

After you add a role, you need to create page layouts associated with that role.

NOTE: The application bases all copied roles on the original default roles, even if you copy a role you already added. For example, if you copy the Admin role and name it Admin - Europe and then copy the Admin - Europe role to create Admin - Asia, the new role is based on the original Admin role, not the Admin - Europe role.

Before you begin. To set up roles at your company, your role must include the Manage Users and Access privilege.

To add a role

  1. In the upper right corner of any page, click the Admin global link.
  2. In the User Management and Access Controls section, click the User Management and Access Controls link.
  3. In the Role Management section, click the Role Management link.
  4. From the Translation Language drop-down list, select your company's primary language.
  5. Do one of the following:
    • To copy a role, click the Copy link for the role you want to copy.
    • To create a role from scratch, click the New Role button.

      The Role Management wizard appears, to lead you through the process.

  6. In Step 1, Role Name:
    1. Enter the role name and description.
    2. (Optional) To indicate that this role name needs to be translated to other languages activated for your company, select the Mark for Translation check box.
    3. (Optional) To set the default sales process for new opportunities created by users assigned this role, select an option in the Default Sales Process field.

      For more information about this option, see Setting Up Sales Processes, Categories, and Coaches.

  7. In Step 2, Record Type Access:

    NOTE: If you renamed a record type, its original default name appears in these steps, not its updated display name.

    • Select the access levels for each record type. This table describes the levels.

      Access

      Description

      Has Access

      Users can view records. If you clear this check box, users have no access to this record type, and will not see the record type in their toolbar.

      Can Create

      Users can add new records.

      Can Read All Records

      Users can view all records and, depending on their access profile, they may or may not be able to update or delete them.

      NOTE: You must save your changes, sign out and sign in again for the changes to take effect.
      For the minimum settings needed to allow users to convert leads to opportunities, see Setting Up Access Profiles.

  8. In Step 3, Access Profiles, choose the access profiles to assign to this role:
    1. The default access sets the access levels for records not owned by the user (or by the user's group).
    2. The owner access sets the access levels for records owned by the user, by the user's group, or by someone who reports to the user (if manager visibility is enabled).

      NOTE: For more information about access profiles, see Setting Up Access Profiles.

  9. In Step 4, Privileges:
    • Select the privileges to assign to the default user of this role. Privileges are organized alphabetically by Category.
  10. In Step 5, Tab Access and Order:
    • Move tabs that users see by default to the Selected Tabs section.

      You can move a range of tabs at once by selecting the top one, holding down the Shift key, and clicking the last one in the range. Then click the right or left arrow.

    • Move tabs that users do not see by default, but can add, to the Available Tabs section.
    • Move tabs that you want hidden from users to the Not Available Tabs section.

      For example, if you want field sales reps to never be able to see service requests at your company, move the Service Request tab to the Not Available Tabs section.

    • Use the up and down arrows in the Selected Tabs section to define the order in which tabs are displayed.
  11. In Step 6, Page Layout Assignment:
    • For each record type, choose if the Page View is static or dynamic, then select from the list of page layouts available for that view type.

      For more information on page layouts, see Application Customization.

  12. In Step 7, Search Layout Assignment:
    • For each record type, select from the list of available search layouts.

      For more information on search layouts, see Application Customization.

  13. In Step 8, Homepage Layout Assignment:
    • For each record type, select from the list of available homepage layouts.

      For more information on homepage layouts, see Application Customization.

  14. Click Finish.

    NOTE: If you selected the Mark for Translation check box, the new role (untranslated) appears in blue text and brackets when you choose another language from the Translation Language drop-down list.

  15. To manually enter the translated equivalent of the new role name:
    1. From the Translation Language drop-down list, select the language.
    2. Click the Edit link next to the role.
    3. Enter the translated equivalent in the Role Name field (50-character limit) and click Save.

      The translated name appears on the Role List page.


Published May 2008