Managing Profile Permissions
Cloudtool Technologies Pvt Ltd
To make the process of managing profile permissions easier, the permissions have been grouped in such a way that you will have no problem customizing them as needed. You can enable or disable permission in a single click rather than having to go through the hassle of disabling each checkbox. With instant saving, you don't have to worry about losing your progress.
List of Permissions
The module permissions are grouped in the same way that they appear in the CRM and the Setup permissions are grouped similarly to the Setup page, making it easier for you to find them. There are three main sections of permission that are available. With the ability to change the permission in one click, you can easily enable and disable them.
Module Permissions
Module Permissions lets you define which module the users associated with that particular profile will have access to. You can also specify what actions they can perform.
Basic permissions - These permissions are based on the modules. The permissions for actions can be changed by using the check box that is available in the drop-down next to each module permission. Some of the common actions include.
- View
- Create
- Edit
- Delete
- Share
| Permission | Standard Profile | Administrator Profile | Description |
| Record Management (Leads, Accounts, Contacts, Products, etc.) | ✓ | ✓ | Creating, editing, deleting, and sharing records in standard or custom module. |
| Reports and Dashboard | ✓ | ✓ | - View Reports - Manage Reports - Schedule Reports - Create Dashboards - Share Dashboards |
| Forecasts | ✓ | ✓ | Create Forecasts |
Feeds | ✓ | ✓ | - Create feed - Manage feed |
Advanced permissions - Permissions like Import / Export, Send Email, Tool and other advanced permissions can be enabled only when their pre-requisite are enabled. For example, a user can send Mass Email only when Send Email permission has been enabled for that profile. This makes sure that users can't exceed their permissions.
Note
- If you had disabled an advanced, then disable the basic permission and then enable it, the advanced permissions won't enable it automatically. You will have to go enable them manually.
Import / Export Permissions
| Permission | Standard Profile | Administrator Profile | Description |
| Import Records | ✓ | ✓ | Importing records to modules |
| Export | ✓ | ✓ | Export records from modules and reports |
| Export Module | ✓ | ✓ | Access data export feature |
Send Email Permissions
| Permission | Standard Profile | Administrator Profile | Description |
| Send Email | ✓ | ✓ | Send email to records from different modules |
| Mass Email | ✓ | ✓ | - Send emails in bulk from different modules - Configure and run macros |
| Delete Email | ✓ | ✓ | Delete sent and received emails of the records in selected modules |
Mail Merge | ✓ | ✓ | - Perform mail merge actions - Create merge documents - Send merged documents via email |
Tool Permissions
| Permission | Standard Profile | Administrator Profile | Description |
| Mass Update | ✓ | ✓ | - Perform bulk update of records in modules - Export and take backup of all CRM data - Create and run macros |
| Mass Delete | ✓ | ✓ | Perform bulk deletion of records in modules |
| Change Owner | ✓ | ✓ | Change the owner of a record |
| Mass Transfer | ✓ | ✓ | Perform bulk transfer of records between users |
| Convert | ✓ | ✓ | Convert a record form one module to another. For example, converting a Lead to Contact. |
| Mass Convert | ✓ | ✓ | Convert records in bulk form one module to another. For example, converting multiple Leads to Contacts. |
Share | ✓ | ✓ | Share records with others by giving: - Full access - Read/Write - Read only |
Other Permissions
| Permission | Standard Profile | Administrator Profile | Description |
Print View | ✓ | ✓ | View all records (list view) in a module in the printable mode. |
Sheet View | ✓ | ✓ | View, add and update records from the module using Spreadsheet. |
| Find and Merge | ✓ | ✓ | Find and merge the duplicate records. |
Manage Custom List View | ✓ | ✓ | - Create Custom List View - Create Canvas |
Tags | ✓ | ✓ | Add and manage tags in the modules. |
Gamescope | x | ✓ | Configure gamescope and add trophies or badges. |
List Subordinates only | ✓ | ✓ | Only the subordinate users will be listed in record assignment, record sharing, and note mentions |
Setup Permissions
Setup permissions can be used for defining the configuration of different features in Zoho CRM. These permissions let you decide if the user associated with this profile can manage Template, Automation, Webform and Data Administration. Since Setup permission is not something that is generally given to all users, you have the option of disabling all of the Setup permissions at one go.
Admin Level Permissions
| Permissions | Standard Profile | Administrator Profile | Description |
| User Management | x | ✓ | - Manage users, roles, profiles, and groups. - Set profile permissions for other users. - Set and manage data sharing rule |
| Manage Compliance Settings | x | ✓ | Manage GDPR compliance. |
| Module Customization | x | ✓ | - Customize Modules - Customize Tab Groups - Customize Web Tabs - Create Custom Fields - Create Links and Buttons - Create Layouts - Create Related Lists - Create Business Card View - Create Kanban View |
| Validation Rules | x | ✓ | Configure Validation Rules |
| Wizards | x | ✓ | - Configure Wizards - Set Wizard as default layout for other users. |
| Manage Portals | x | ✓ | Create and edit portal configurations. |
| Manage Portals Users | x | ✓ | - Send invitation - Activate and deactivate portal users |
| Manage Calendar Booking | x | ✓ | - Set up team bookings. - Share calendar bookings - Activate and deactivate calendar booking |
| Create Meeting or Call | x | ✓ | Create user bookings |
| Copy Customization | x | ✓ | Copy customizations from one CRM account to another. |
| Translation | x | ✓ | - Setup translation. - Add language - Import and Export language file |
| Marketing Attribution | x | ✓ | Configure attribution models |
Note
- Only users with Administrator Profile can customize Company Details, Fiscal Year, Business Hours, Territory Management, De-duplicate, CRM Variables, Copy Customization, Organization Email and Currency.
Email & Templates
| Permissions | Standard Profile | Administrator Profile | Description |
| Email & Chat Settings | ✓ | ✓ | Manage BCC Dropbox, Mail Integration and Zoho Chat bar. |
| Manage Templates | ✓ | ✓ | Manage Email, Inventory and Mail Merge templates. |
Automation
| Permissions | Standard Profile | Administrator Profile | Description |
| Manage Automation | ✓ | ✓ | Create and manage the below tools that govern automation in your organisation: - Workflow rules - Blueprint - CommandCenter - Approval processes - Review Processes - Scoring Rules - Custom schedules - Multiple sales pipelines - Segmentation |
| Case Escalation Rules | ✓ | ✓ | - Enable the Escalation Scheduler - Set up Case Escalation Rule - Create Rule Entry - Define Escalation Action for the Rule Entry |
| Assignment Rules | ✓ | ✓ | Configure assignment rules and assign users to it. |
Webform
| Permissions | Standard Profile | Administrator Profile | Description |
| Manage Webform | ✓ | ✓ | Design and publish web forms in order to collect customer or visitor data. |
Webform A/B Testing | ✓ | ✓ | View, create, edit, and delete webform A/B testing |
| Approval Process | ✓ | ✓ | Configure Approval process, approve and reject records. |
| Unsubscribtion Link | ✓ | ✓ | Users with Unsubscribe form permission can set up and embed unsubscription link. |
Data Administration
| Permissions | Standard Profile | Administrator Profile | Description |
Migrate data from other CRM | x | ✓ | Enable the ability to migrate data from other CRM. |
| Import History | ✓ | ✓ | View the import history of modules. |
| View Storage Details | x | ✓ | View the storage details of the account. |
Manage Sandbox | x | ✓ | Create or edit sandbox. |
Audit log | ✓ | ✓ | Admins can view all users' audit logs. Standard users can only view their own and subordinates' logs. Standard users cannot view other user logs |
Data Backup | x | ✓ | Request data backup |
Export Data | ✓ | ✓ | Users with export permission for the module can export the data. |
Zia
| Permissions | Standard Profile | Administrator Profile | Description |
Recommendation | x | ✓ | Configure Recommendation |
| Prediction | x | ✓ | Configure Predictions |
| Image Validation | x | ✓ | - Configure image validation rules. - Review and approve images. |
| Zia Voice | ✓ | ✓ | Enable Zia to identify customer satisfaction based on their tone. |
| Data Enrichment | x | ✓ | - Field mapping in settings page - Manage profile permission settings. |
| Manage Data Enrichment Settings | x | ✓ | Enable or disable Data Enrichment for modules. |
Voice of the Customer
Voice of the Customer tab permissions are automatically enabled for administrator profiles by default. For other profiles, it needs to be manually enabled.
Permissions | Standard profile | Administrator profile | Description |
View | ✓ | ✓ | Access and view the dashboards. |
Manage | ✓ | ✓ | View, configure, reorder charts and initiate the computation of dashboards. |
View record level insights | ✓ | ✓ | View insightful charts for eligible records from the modules for which VoC dashboards have been created. |
Extension Permissions
This section lets you define permissions for Extension, CRM API and Social Settings. These permissions deal with the communication of Zoho CRM with third party integrations.
Zoho
| Permissions | Standard Profile | Administrator Profile | Description |
| Visits | x | ✓ | Enable or restrict Visits tab visibility |
| Phone Bridge | ✓ | ✓ | - Enable or disable Telephony in Zoho CRM. - Integrate CRM account with Phone Bridge. |
| Projects | x | ✓ | - Integrate CRM account with Projects portal. - Map Zoho CRM fields with Zoho projects fields to auto populate data on new project creation. - Set permission for other CRM users to create, view, edit or delete the projects |
Desk | ✓ | ✓ | - Integrate CRM and Desk accounts - Invite CRM users to Zoho Desk - Sync accounts and contacts modules with Desk account. - Choose the modules where tickets can be viewed in the records related lists |
Google
| Permissions | Standard Profile | Administrator Profile | Description |
| Sync with Google Contact | ✓ | ✓ | - Integrate own CRM account with Google contact. - Sync records between CRM and Google. |
Sync with Google Calendar | ✓ | ✓ | Synchronize Google and Zoho CRM calendars and update calendar entries |
Google Ads | x | ✓ | Configure Google Ads setup page |
Others
| Permissions | Standard Profile | Administrator Profile | Description |
| Plug-in for Microsoft-Outlook | ✓ | ✓ | Enable Plug-in for interaction with Microsoft-Outlook. |
Plug-in for Microsoft-Word | ✓ | ✓ | Enable Plug-in for interaction with Microsoft-Word for creating Mail Merge template. |
| CRM Mobile Apps Access | ✓ | ✓ | Access the CRM mobile app. |
Social
| Permissions | Standard Profile | Administrator Profile | Description |
| Social Admin | x | ✓ | Setup social media accounts and manage user profiles |
| Social Tab | x | ✓ | Use social profile integration, see the tab and details such as views, likes, comments, mentions etc. |
| Social Profiles | ✓ | ✓ | Use social profile integration and interact with customers using brand accounts. |
Developer
| Permissions | Standard Profile | Administrator Profile | Description |
Zoho CRM API Access | ✓ | ✓ | Access the Zoho CRM API for integrating CRM modules with third-party applications such as accounting, ERP, e-commerce, self-service portals and others |
Manage Extensibility | ✓ | ✓ | Manage connections, functions, and widgets. |
Manage CRM Variables | x | ✓ | Manage CRM Variables to store static and reusable information in Zoho CRM Accounts. |
Delete Profile
You may want to delete profiles that are not in use.
- Click on the more button that appears when you hover the mouse over the profile you wish to delete.
- Click on delete.
- In the confirmation page click delete again.
Note - When you want to delete a profile that is associated to a user, you will be prompted to transfer the user to another profile before deleting them.
- To know which users are associated with the profile, click on the more button in the Profile View page and select View Users.
SEE ALSO
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