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User Types Documentation

User Types

Administrator – a user who manages logons and workgroup configuration
Global User – a user who has access to all records in a workgroup without being restricted based on assignment of the record. 
Organization – typically a sales or marketing manager
Account Manager – a sales rep with access limited to assigned records
Partner – a business partner sales or marketing manager
Partner Rep – a business partner sales rep with access limited to assigned records

Internal Settings

Since Administrators and Global user types both have access to all records within the WG – we will need to configure certain restrictions on the Internal Settings page – where we can set users’ :

Bulletin Board – this is what Bulletin Board will be presented to the user when they log into a particular Workgroup
Label Set – establishes what Label Set will be used for this Logon/Workgroup
Campaign/Geography Access –  This restricts access to selected campaigns / geography.  For example, if an account manager does not have any assigned records in a campaign called Google Ads, by selecting the ‘Google Ads’ campaign in Internal Settings, the Account Manager will see zero records as a result of a search for Google Ads records.  Internal Settings do not provide access to records that are not assigned to that Account Manager but rather limit access.
Limited Access to Records Using a Search Filter – this restricts the Search results the logon is returned when they do a Search – This function only limits the search results, for the user, that fit the specific criteria set. The results can be further refined thru the restrictions set for the Campaign/Geography Access –  This does not have any bearing on what a logon sees on the Search page. It is strictly applied to Search results.
Library Private Folders Access – allows the user to be set up to view previously set up Private Folders in that Workgroup[this is a function within the Library maintenance options].
Reports – can be used to explicitly define what reports this logon will be allowed to see for the Workgroup.
Email Template Print Folder Access – allows the user to be set up to view Email Templates folders that have been set up as private in this Workgroup [this is a function within the Library maintenance options].
Group/Partner Access– allows for a logon type of Admin or Global User to be restricted at the Group/Partner or Account Manager/Partner Rep level [this should only be used for User Type = Administrator level logons]. This can be used for the purpose of setting up other level of access such as one that might have access to several Groups such as a regional manager.

Permissions are the privileges available for users depending on the Logon Level

Check for Match

The Check for Match function respects the security hierarchy and is designed to prevent duplicate records within the Workgroup. If users are set up as Account Managers and Partner Reps in the Hierarchy and their Logon type set up as the same – Account Manager and Partner Rep – with Enforce Security enabled with Check for Match on the Logon Privilege page: Their Check for Match will return all matching Records within the Workgroup – showing Records not assigned to them as plain text – and Records assigned to them as hyperlinked – for their access.

  • IF the Enforce Security with check for match is disabled – Users can see the check for match results with hyperlinks and they can access all the Matching Records regardless of the User Type.
  • IF a User is set up as an Account Manager in the Hierarchy – with User Type – Administrator or Global User – the Check for Match Result will return all matching records as hyperlinked – regardless of assignment and regardless whether the Enforce Security with check for match is disabled or enabled. (See User Type Description)
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