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User and Logon – Privileges
Navigation
Admin/Administration page> User/Workgroup section > View/Edit Existing User Logins > Logon Management Page > Click Privileges
Overview
The Logon Management function is where you set up the individual user logons. This can be reached via the Administration function in the top banner of the application. User Logons can be Added, Edited and Deleted via this function.
There are three logon pages that define a user’s privileges:
1. Privileges – this is where you can set up basic logon information and privileges at the individual user level.
2. Internal – security options for the user that further defines the users access to a particular workgroup.
3. User profile – where users can edit and update non-required and informational settings
PREREQUISITES: User with the following privilege: Add / Edit / Delete Logons
The Privileges Page
User Information
First/Last Name – is the Name of the User Account that is being created/modified. This is the name that appears on the Home Page when user signs in. If the user is being set up at one of the four user levels [Organization Contact, Account Manager, Partner Contact, Partner Rep] then the First/Last Name in the appropriate level table must exactly match the First/Last Name of their logon record.
As an example, if a user called Brian Smith is accessing the application at the Account Manager level then he must have a record in the Account Managers Page (accessed from Administration) showing a First/Last Name of Brian Smith and he must also have a logon with access to that workgroup with a User Type of Account Manager.
Username – is what they’ll use to login must be unique (across all users of the application). It is strongly suggested that the users individual email address be used as the Username for uniqueness and ease of remembering one’s Username.
New Password – can be anything but it is recommended for ease of implementation that the temporary password for all users be set to some common value such as ‘password’ or the name of your company. The first time the user logs in they will be required to change this initial password setting. If a user has forgotten their password as an administrator you can reset it. The user’s current password is encrypted and cannot be viewed. For security reasons the new password is temporary. When the user logs into the system using the new password they will be instructed to enter a new password.
Group – is just for customer identification purposes in order to identify a group of users within a database.
User Type – Defines a type of user. Access to certain features (e.g. record assignment) is restricted base on user type.
Default Label Set – can be set to Standard Set or customized for a particular company(s). The default label set is the set of labels on the fields that is used when a label set has not been defined for a workgroup. The selected label set is used when the user logs in to a workgroup. Labels are typically the same for everyone in the workgroup. Changing your labels will change it for everyone in the workgroup. If you’d like personalized labels you can ‘Save As’.
User Status – defaults to active. A user can be made Not Active, which prevents them from logging into the system. The user logon can be deleted by setting the Status to Delete – this will make the logon not accessible to the user or the admin level.
Set Security – sets the privileges for the user based upon either a standard or custom security template. Using Security Templates makes it quick and easy to set up a new user.
Advanced Admin Privileges (Available for level 10 users only)
Last Template – shows the last Security Template for this user.
Allow Multiple Logons – allows a user to logon multiple times concurrently.
Homepage
Add / Edit / Delete Message Boards – allows the user to update the message board and the events / list manager section of the home page / information center.
Add / Edit / Delete View Dashboard Charts – allows the user to view and add reports and charts to the home page / information center.
Adding Records
Add New Records – allows the user to add and import records.
Enforce User Security with Check for Match – If checked, enforces user security when checking for a match.If not checked, all records in the workgroup are included when checking for a match.
Clone Contact to new Record – allows the user to clone an existing contact from the Contacts section of the Record page and create a new Record from the contact information
Add Call Back – allows the user to add a call back when adding new records.
Import Records – allows the user to import records, append comments to records, view imported records and manage import records templates.
Import Records – Import to a Custom Form – allows the user to import records to a custom form attached to a record.
Import Records – Match to Existing Contacts – this is a de-duplication feature; it allows the user to match existing contacts and add additional contacts to a record instead of creating a new record for the contact. For example, suppose XYZ Company had 10 employees. You could either have 10 records for those employees or you could use this feature to put all 10 employees in a single record for XYZ Company.
Import Records – View All Imported Records – allows the user to view details of imports and back out imported records for the workgroup, included other user’s imports for the workgroup.
Import Records – Deduplication – A deduplication feature that allows a user to find and manage duplicate records.
Viewing and Editing Records
Access to ‘Record/Sales Update’ Page – allows the user to access the ‘record update’ page for a record.
Access to ‘Edit Profile’ Page – allows the user to access the ‘edit profile’ page for a record.
Access to ‘Review and Take Action’ Page – allows the user to access the ‘review and take action’ page for a record.
Show Custom Forms Section – turns on or off the display of the “Custom Forms” section on the “Record Update”, “Edit Profile” and “View Profile” pages and the “Contacts” popup dialog page. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile” and “View Profile” pages. (see the “Customize Pages” feature in the “Administration” page)
Show Attached Files Section – turns on or off the display of the “Attached Files” section on the “Record Update”, “Edit Profile” and “View Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile” and “View Profile” pages. (see the “Customize Pages” feature in the “Administration” page)
Show Profile Summary Section – turns on or off the display of the “Profile Summary” section on the “Record Update” and “View Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update” and “View Profile” pages. (see the “Customize Pages” feature in the “Administration” page)
Show Quick Actions Section – turns on or off the display of the “Call Center Stats” section on the “Record Update”, “Edit Profile” and “View Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile”, “View Profile” and “Search” pages (see the “Customize Pages” feature in the “Administration” page) and also in conjunction with the “Call Center Stats” setting for the workgroup. (see the “Manage Workgroups” feature in the “Administration” page).
Show Quick Actions II Section – turns on or off the display of the “Quick Actions II” section on the “Record Update”, “Edit Profile” and “View Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile”, “View Profile” and “Search” pages (see the “Customize Pages” feature in the “Administration” page) and also in conjunction with the “Call Center Stats” setting for the workgroup. (see the “Manage Workgroups” feature in the “Administration” page).
Show Quick Actions III Section – Turns on or off the display of the “Quick Actions III” section on the “Record Update”, “Edit Profile” and “View Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile”, “View Profile” and “Search” pages (see the “Customize Pages” feature in the “Administration” page) and also in conjunction with the “Call Center Stats” setting for the workgroup. (see the “Manage Workgroups” feature in the “Administration” page).
Bypass Mandatory Quick Actions Update – allows the user to bypass the mandatory update on quick action section.
Show Opportunities Section – turns on or off the display of the “Opportunities” section on the “Record Update” and “Edit Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update” and “Edit Profile” pages (see the “Customize Pages” feature in the “Administration” page) and also in conjunction with the “Track Opportunities” setting for the workgroup. (see the “Manage Workgroups” feature in the “Administration” page).
Show Callbacks / Events Section – turns on or off the display of the “Callbacks / Events” section on the “Record Update” and “Edit Profile” pages.. This setting works in conjunction with the configuration of the display of sections in the “Record Update” and “Edit Profile” pages. (see the “Customize Pages” feature in the “Administration” page)
Show Lead Highlight Comments (Background Information) Section – turns on or off the display of the “Lead Highlight Comments” section on the “Record Update”, “Edit Profile” and “View Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile” and “View Profile” pages.(see the “Customize Pages” feature in the “Administration” page).
Allow Add of Background Information – enabling would add a background information and view existing background information.
Edit Lead Highlight Comments (Background Information) Section -Allows a user to update lead comments (background information) on the “Edit Profile” page.
Show Cases Section – turns on or off the display of the “Cases” section on the “Record Update” and “Edit Profile” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update” and “Edit Profile” pages (see the “Customize Pages” feature in the “Administration” page) and also in conjunction with the “Add / Edit / Delete / View Cases” setting for the user and with the “Access To Case Management” setting for the workgroup. (see the “Manage Workgroups” feature in the “Administration” page).
Show Quotes Section – turns on or off the display of the “Quotes” section on the “Record Update”, “Edit Profile” and “Add/Edit Opportunity” pages. This setting works in conjunction with the configuration of the display of sections in the “Record Update”, “Edit Profile” and “Add/Edit Opportunity pages (see the “Customize Pages” feature in the “Administration” page) and also in conjunction with the “Access to Quotes” setting for the workgroup. (see the Manage Workgroup features for additional details).
Add / Edit Contacts – allows a user to add a contact to a record and allows a user to update contacts associated with a record.
Create Proposals – allows a user to create proposals.
Add Custom Form – allows a user to attach a custom form to a record, contact or opportunity.
Edit Custom Form – allows user to attach a custom form when adding a record. Also controls whether a sales form or feedback form displayed in the “Record Update” page is updateable; whether custom forms attached to a record are updateable and whether a custom form displayed in the “Opportunity Edit” page is updateable.
Delete/Move Custom Form – Allows a user to delete a custom form attached to a record, contact or opportunity. Also allows a user to delete a custom form (from the “Manage Custom Forms” feature in the “Administration” page).
Assign Records – allows a user to assign records to other users.
Team Selling – allows multiple Account Managers and/or Partner Reps to access records. Team Selling must be enabled in Manage Workgroups. To assign multiple reps to a record the user must have Team Selling enabled in Logon Management. Users do not need to have Team Selling enabled to simply access a record with multiple reps. Team Selling in Logon Management should only be enabled for Users you want to have the privilege to assign multiple reps to an account. Team Selling Respects the hierarchy and security privileges. An Account Manager or Partner reps with the Team Selling privilege enabled will only be able to see the reps in their Group for Account Managers and in their Partner for Partner Reps.
Allow Partner View -for users with “User Type” equal to “Partner Rep”, and for features that include a list of partner reps (e.g. assign record, add / update records, add / update callbacks), allows the user to assign to other partner reps for the same partner to which the user belongs.
Share Records – allows a user to share access to records.
Clone Records – allows a user to clone a record.
Archive Records – allows a user to search for archived records, archive a record or records, restore archived records and merge records.
Delete Records – allows a user to delete a record or records.
Clone Opportunities – allows a user to clone an opportunity.
Add / Delete Marketing Activities – allows a user to add and delete marketing activities.
Add / Edit / Delete / View Cases – Allows a user to add, view, update and delete cases.
Delete Email Messages – Allows a user to delete email messages associated with a contact.
Allow “Click to Dial” for Phone Numbers – Allows the user to one of the integrated dialing programs. Features range from simple dialing to advanced call center functions like Predictive dialing with advanced reporting. You may also use tools like Skype & Telify in Firefox for click-to-dial.
Add to Lead Nurturing Tracks – allows the user to add contacts to lead nurturing tracks.
Can be assigned Cases – allows a user to be assigned cases.
Can move Cases – allows a user to move cases from one record to another.
Top Banner and Side Menu Items to Display
Accounts – enables the “account” top menu for the user.
Contacts – enables the “contacts” top menu for the user.
Search – enables the “search” top menu for the user.
Find Match – enables the “find match” feature for the user – visible on the top left panel of the homepage.
Events – enables the events accordion for the user.
Opportunity – enables the “Opportunity” accordion for the user.
Lead Center– enables the “Lead Center” accordion for the user.
My Searches – enables the “My Searches” accordion for the user.
My Reports/Charts– enables the “My Reports and Charts” accordion for the user.
Recent Items – enables the “Recent Items” accordion for the user.
My Task– enables the “My Task” accordion for the user.
My Cases– enables the “My Cases” accordion for the user.
Smart Queue– enables the “Smart Queue” accordion for the user.
Mail Manager– enables the “Mail Manager” accordion for the user.
Adding/Editing – Field Edits
Initial Status – Read-Only – When checked, makes Initial Status read-only once it has a value.
Campaign – Read-Only – When checked, makes Campaign read-only once it has a value.
Lead Source – Read-Only – When checked, makes Lead Source read-only once it has a value
Marketing Mix – Read-Only – When checked, makes Marketing Mix read-only once it has a value
Enforce Required Fields – When checked, enforces required fields on the Edit Profile and Record Update pages and on Add / Edit Opportunity page.
Disable Adding Sales Rep Comments / Notes – When not checked, allows the user to add sales rep comments to a record and edit existing sales rep comments. (if ‘Allow Edit of Existing Sales Rep Comments / Notes’ is checked.
Allow Edit of Existing Sales Rep Comments / Notes – When checked, allows editing of existing sales rep comments. When this field is check you’ll see all of the HTML tags in the Sales Rep Comments / Notes.
Allow Edit of Sales Rep Comments / Notes to multiple Records – When selected allows the user to add comments to multiple records without updating any other fields.
Workgroup Access
The Workgroups field allows for the assignment of a user to one or more workgroups via a single logon. Note that logon privileges defined in the Logon Management privileges page apply to all workgroups that the user is given access to.
If a user needs different levels of access to one or more workgroups then multiple logons must be created. Only the Global User and Administrator can have access to more than one Workgroup from a single logon.
Have Access To – This is the workgroup(s) that are available to the Username that is currently being configured.
Searching
Search Type
If “Search Type” is “Advanced Search”, “Power Search”, “Sales” or “Call Center”, the user can search company revenue, employee size, keyword, custom forms, title code, function code and campaigns.
If “Search Type” is “Advanced Search”, “Power Search”, “Sales” or “Call Center”, the user can search for fields in the “Assignment” section, probability, lead value and forecast date.
If “Search Type” is “Advanced Search”, “Power Search” or “Call Center”, the user can search industry code. (sic code)
If “Search Type” is “Power Search” or “Call Center”, the user can search for fields in the “CRM Management” section.
If “Search Type” is “Power Search” or “Sales”, the user can search for fields in the “Opportunity” section.
Search Custom Forms – Allows a user to search for records based on data found in custom forms.
Download Records – Allows a user to download records using custom download templates from the “Search Results” page. Also allows a user to manage download templates from the search results page and to download contacts from the “Contacts” page.
Create Public Search / Download Templates – Allows a user to create public saved searches. Also allows a user to create public download templates used to download records from the “Search Results” page.
Access to Public Saved Searches– Allows a user to access and run public saved searches.
Create Searches For Other Users (only active for Administrators) – Allows a user to save a search for another user. (user saving search must have a “User Type” setting of “Administrator”)
Remove Ability to Bypass Security on Saved Search – Allows a user to remove the line “Apply Security from Selected User” when creating a Saved Search.
Show the filter menu – enables the filter option for the user on search page results.
Reporting
Run Reports – Allows a user to access reports from the home page and search results
Add / Edit / Delete Custom Reports – Allows a user to create, edit and delete custom reports
Email Settings
Send Email Message – Allows a user to send an email message to the primary contact or any contacts from the record update, edit profile or view profile pages.
Receive Email Messages – Allows a user to receive email notifications.
Receive Email Notification Messages – Controls whether an express email notification message is sent to a user who is an account manager or a partner rep when a record is assigned
Send Bulk Email Messages – Allows a user to send email messages to contacts from the “Search Results”, “Accounts” and “Contacts” pages
Bulk email Messages Allowed:
Per Day – Sets a maximum limit on email messages per day.
Per Search – Sets a maximum limit on email messages per search.
Add / Edit / Delete Group Email Templates – Allows a user to add, update and delete group email message templates.
Access to Group Email Templates – Allows a user to access and use group email message templates when sending email messages.
Email Opportunities to All Reps – Allows a user to email opportunity to multiple people in hierarchy.
Library
View Library – Allows a user to view the library.
Add Files – Allows a user to upload files into the library.
Add / Edit Public Folders and Files – Allows a user to manage folders and files in the library.
Add / Edit Private Folders & Files – Allows a user to manage private folders and files in the library.
Delete Files – Allows a user to delete files and folders from the library.
Administration
Access to Administration – Allows access to things like Logon Management, Workgroup Management, Custom Forms etc.
Add/Edit Workgroups – Allows a user with the “Access to Administration” privilege to manage Workgroups.
Add Workgroup – Allows a user with the “Access to Administration” privilege to add Workgroups.
Add/Edit/Delete Workgroup Messages – Allows a user with the “Access to Administration” privilege to
customize messages for workgroup(s) that are displayed to users at logon.
Add / Edit / Delete Logons – Allows a user with the “Access to Administration” privilege to manage the logons for a workgroup.
Customize My System – Allows a user with the “Access to Administration” privilege to customize pages in the application and customize the labels for fields in the application.
Add / Edit / Delete / Assign Campaigns – Allows a user to add, view, update and delete campaigns. Also allows a user to create a new campaign when importing records and to assign a campaign to records in search results.
Access to marketing Studio – Allows a user to view Marketing Studio menu in Top Banner Menu or sub Menu.
Add / Edit / Delete Custom Forms – Allows a user with the “Access to Administration” privilege to add, update and delete custom forms and add, update and delete web form to custom form mappings.
Set Required Fields – Allows a user with the “Access to Administration” privilege to set required fields. Required fields are those that must be completed prior to submitting the record for updating in the database.
Add / Edit / Delete Reference Table Values – Allows a user with the “Access to Administration” privilege to set manage reference tables. Reference tables allow you to modify things like drop down lists. For example, Lead Status = Hot, Warm, Cold.
Manage Downloadable Fields – Allows a user with the “Access to Administration” privilege to specify the fields available to download.
Manage Zipcode Assignments – Allows a user with the “Access to Administration” privilege to specify logic for record assignment based on zip code.
Manage State/Country Assignments – Allows a user with the “Access to Administration” privilege to specify logic for record assignment based on State/Country.
Track User Activity – Allows a user to view the “Administration” page and to report on user activity for a period of time and for a particular workgroup or workgroups.
Track Library Activity – Allows a user to report on library activity for a period of time.
View Imported Records – Allows a user with the “Access to Administration” privilege to manage imported records.
Can Set Quota – Allows a user to set quota for other users.
Can View Quota – Allows a user to view quota.
Access to Web Links – allows user access to web links feature.
Access to marketing Automation and Workflow – allows user access to manage Automation and Workflow.
Integration Options
Upload Contacts to eMarketing System – Allows a user to upload a record or records or contacts to an e-Marketing system.
Upload Contacts to Lead Nurturing System– Allows a user to upload a record or records or contacts to a CRM system.
Allow Zapier Access – allows users to access and link their logon credentials to Zapier.
Advanced Privileges
Access to Update/Append Records – Allows the user to replace specific fields in the system, including custom fields. This cannot be undone. It can’t be backed out.
Update Multiple Records – Allows a user to update specific fields in multiple records at a time.
Update Multiple Contacts – Allows a user to update specific fields in multiple contacts at a time.
Update Multiple Opportunities – Allows a user to update specific fields in multiple opportunities at a time.
Access to Import Opportunity – Allows the user to import opportunities and load them into the opportunity section of the record for a company. This is a valuable tool for importing data from another CRM system.
Allow Edit of Existing Opportunity Notes – Allows a user to edit existing opportunity notes.
Is Billable – when checked, user is billable.
Show Support Link – enables the support link top menu.
Show Delete Custom Forms on Record – When enabled, allows users Level 6 and above to see a delete button next to each custom form in the list of custom forms on the record. Clicking on the delete button next to a custom form allows the user to delete the custom form without having to open it.
Bypass Timestamp on Mass Update and Sync Custom Fields – allows a user to bypass timestamp when doing a mass update.
View Masked Data – When View Masked Data is enabled the user will be able to see masked data in the clear. The user will also be able to report and download masked data so that it is visible.
Offline/Mobile Access Privileges
Mobile access – Allows a user to access their data through their cell phone browser or PDA. Works well for Android, iPhone, Blackberry, iTouch and other mobile devices.
Outlook Sync access – Allows a user to synchronize their online data. Requires installation of separate add-on module on user’s PC, NOTE – Logons with Sync access may only have access to ONE workgroup for that logon.
Email History access – Allows a user the ability to log and sync Outlook emails from the user’s PC to the matching email address associated with multiple records/contacts on the server (requires installation of separate add-on module on user’s PCs)
Calendar and Callback/Events
Add/Edit Callback/Event – Allows a user to add a new callback to a record. Also allows a user to mark a callback as completed and to update a callback.
Delete Callback/Event – Allows a user to delete a callback.
Available for Callback/Event Assignment – Indicates that the user can be listed and available for callback assignments.
No Calendar Access – Removes user access to calendar.
Access to My Calendar Only – User has access to the individual calendar but not the group calendar. User can’t access the callbacks on the group calendar.
Access to My Calendar and Group Calendar – User has access to both the individual calendar and the group calendar. User can access the callbacks on both their individual calendar as well as the group calendar.