Difference between revisions of "Manager Permissions"

Revision as of 09:14, 26 August 2011

Setting Manager Permissions

System and application manager functions are controlled through role based permissions. You will need to set these permissions before you can fully configure the system.

These permissions control both permissions and restrictions:

• Permissions – enhanced functionality for people in a role associated with the permission.
• Restrictions – reduced functionality for people in a role associated with the restriction.
• Universal Tracking Application (UTA) Permissions – When you start to add your own application to the system you will use the same settings page to control access to these applications.

1. Click the Configuration, Roles & Permissions menu.

The Permission Settings are located at the bottom of the page.

2. Click the Manager Permissions link.

The Manager Permissions page is displayed.

Not all roles displayed may exist in your instance.

This screen is divided into a number of sections.

• Permissions, Restrictions and UTA Permissions (and restrictions) are selected from the left panel.
• Roles that you may wish to associate with the selected permission are selected in the right panel.
• The Save button is displayed below the check boxes for the role selection.

The number of applications on the Permission list will vary depending on the applications that you have chosen to subscribe.

Manager Permissions Available

The following lists all the permissions that can be set. As the system is updated, additional permissions are sometimes added.

You will find out the details of these permissions in the SmartSimple newsletter and in the SmartSimple wiki.

The following lists the most commonly used permissions, more specialized permissions are reviewed at the end of this section.

• Calendars Permission – Roles with this permission are able to create new calendars. All users are able to view and add entries to calendars, but only to the extent permitted by that specific calendar. All users have full control of their personal calendar regardless of this permission.
• Discussion Groups Permission - Roles with this permission are able to add new discussion groups. All users are able to participate in the discussion groups, but only to the extent permitted by that specific discussion group. For example, a specific organisation may be added to the discussion, but everyone may be able to read the discussion.
• Enable Persistent Login Permission - Roles with this permission are able to enable persistent login in the user's personal settings.
• Filters and Templates Permission – Roles with this permission are able to share search filters, and email templates with all other users. All users can create filters and message templates, but the user needs to be in a role associated with this manager permission in order to make the filter or template public.
• External Organisations Permission – Roles with this permission are able to modify the details of external organisations, regardless of the account ownership. Generally, only the user that “owns” the account can modify the account details; however, sometimes it is necessary to assign this type of access to an administrative role.
• Transfer Account Ownership – Roles with this permission are able to modify the ownership of multiple accounts at the same time. This functionality requires that the Sales Tracking application be enabled. The feature is generally used in a sales setting where you wish to bulk change the ownership of accounts when someone leaves the organisation or a new sales person joins.
• Reports Permission – Roles with this permission are able to create reports, graphs based on those reports, and dashboards combining those graphs. Once created, each report and dashboard can be permissioned to other roles to view, but not to modify.
• View Custom Field History – Roles with this permission are able to view all the changes made to fields where the Track Changes option has been selected.
• View External Page Access Statistics – Roles with this permission are able to view the statistics associated with external web pages – these include pages associated with the Applicant Tracking System, Sign-Up Pages and any web pages accessed from SmartFolders.
• Workflows – Roles with this permission are able to create and edit workflows. Users without this permission can participate in workflow driven processes, but are not able to view, edit or create new workflows.

Special Manager Permissions

The following permissions are used in specialized circumstances.

People Relationship Permission

You can establish people relationship diagrams within the system. Two permissions are used to control this feature.

• People Relationships – Edit - Roles with this permission are able to create types or relationships such as colleague, partner spouse, etc.
• People Relationships – View - Roles with this permission are able to view relationship diagrams and add new relationships between contacts but only using the defined relationship types.

Web Form Related Permissions – Web Forms Application must be enabled

• Edit Web Form Results - Roles with this permission are able to edit the individual results of surveys, and assessments created in the Web Form application
• View Web Form Results - Roles with this permission are able to view the individual results of surveys, and assessments created in the Web Form application. Other users can complete forms and the summary results, but cannot see the individual results.

Job Costing Permission – Job Costing Application must be enabled

• Roles with this permission are able to create and manage projects within SmartSimple. This role also provides the ability to add equipment, materials and other resources to the organisation hierarchy, set rates, display and filter these resource types in the Organisation chart view.

Restrictions

You can also use the restriction sections to restrict a role from certain features.

• Disable Activities – Roles with this permission are not able to view activities for anyone including their own profile.
• Job Costing View Only – Roles with this permission are not able to create or edit projects but they are able to view their details.
• Restrict Deleting Activities – Applies to activities created under the company, user, or calendar. Activities for leads and opportunities in Sales Tracking will not be affected.
• Restrict Deleting Companies – Roles with this permission are not able to delete Companies.
• Restrict Deleting Users – Roles with this permission are not able to delete Users.
• Restrict Editing Activities – Applies to activities created under the company, user, or calendar. Activities for leads and opportunities in Sales Tracking will not be affected.
• Sales Tracking – Leads only – Roles with this permission can only see the leads section in the Sales Tracking application.
• View Own Sales Accounts Only – Roles with this permission are only able to see accounts where they are the owner of the account.

Applying Manager Permission Changes

Permission changes require that you log out and re-log in to the system.