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Setting Up Access Profiles

You can use access profiles to control access for roles, teams, and books. You can set up default profiles to specify the access levels to the records that are not owned by the user. You can set up owner profiles to specify the access levels to the records owned by the user, by the user's group, or by someone who reports to the user (if manager visibility is enabled). You can assign a single profile to multiple roles. You can add profiles by:

  • Creating new profiles from scratch
  • Copying existing profiles and editing their access levels.

There are two types of Access rights that you can set:

  • Default Access: Sets the access levels for records not owned by the user, or by the user's group.
  • 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).

You may decide that a group of users with a role such as Field Sales Rep may only view those records explicitly shared with them. In this case:

  • Their default access would be Read-only.
  • In Step 2 of the Role Management wizard, the check boxes in the Can Read All Records column would not be selected.

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

To set up an access profile

  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 Access Profile Management section, click the Access Profiles link.
  4. In the Access Profile List, do one of the following:
    • To create a new profile from scratch, click the New button on the title bar.
    • To edit an existing profile, click the Edit link to the left of the profile name.
    • To create a new profile based on an existing one, click the Copy link to the left of the profile name.

      The Access Profile wizard guides you through the process.

      NOTE: You can use three profiles (Edit, Full and ReadOnly) to assign to Teams.

  5. In Step 1, Access Profile Name, provide a name and description. The remaining fields are described in the table.

    Field

    Description

    Mark for Translation

    Shows text fields in the languages activated for your company.

    Grantable to Team Members

    Profile can be assigned to team members.

    Grantable to Book Users

    Profile can be assigned to book users.

    For more information, see the Associating Users With Books section in Setting Up Books.

    Disabled

    Profile cannot be assigned, but existing assignments continue to work.

  6. In Step 2, Specify Access Levels,
    1. Select the access level for the top-level profile. Choose from:
      • Read-Only
      • Read/Edit
      • Read/Edit/Delete
    2. Most profiles have a Related Information link. Click this link to specify the access levels for related information for each record type. Related information appears on the record Detail pages as linked records. Depending on what you set in this field and in Role Management, the user is able to create, update, or view those records.

      Select the access level for the related information type. Choose from:

      • Read/Create
      • Read/Create/Edit
      • Read-Only
      • Read/Edit
      • Read/Edit/Delete
      • Full
      • No Access

About Lead Conversion Access Settings

The following table shows the minimum settings that allow users to convert leads to opportunities.

Record Type

Related Information

Default Access

Owner Access

Account

 

Read, Create, Edit

Read, Edit, Delete

 

Address

Read, Create, Edit

Read, Create, Edit

Contact

 

Read, Create, Edit

Read, Edit, Delete

 

Accounts

Read, Create

Read, Create

 

Addresses

Read, Create, Edit

Read, Create, Edit

Activity

 

Read, Edit

Read, Edit

Lead

 

Read, Create, Edit

Read, Edit, Delete

 

Completed Activities

View

View

 

Open Activities

View

View

Opportunity

 

Read, Create, Edit

Read, Edit, Delete

 

Revenue

Read, Create, Edit

Read, Create, Edit


Published May 2008