Utilizing Roles in SugarCRM

RolesSugarCRM provides various features to make the customer relationship management software easier to use. One of these features is the ability to use Roles to make sure the right people have access to different parts of Sugar. The Roles function in SugarCRM can make it easy to know and control who has access to what.

Roles in SugarCRM can be assigned to individual users to determine their access levels. For each Role, different permissions (viewing, editing, and deleting information, among others) can be set for the various modules that you and your employees use. If a user has not been assigned a Role for a certain module, they can still access it, but only if the record has been assigned to them. If a team member has been assigned two Roles that conflict with each other, the more restrictive Role will be in effect. Those with administrator access are the only members of the team who can create and assign Roles to the rest of the team.

With that information, let’s take a more detailed look at some of SugarCRM’s Role options.

The access options for Roles are Enabled, Disabled, and Not Set. Enabled allows a user to view the chosen module. Disabled hides the chosen module from the user’s view. Not Set is the default setting and makes sure that a specific Role does not affect something.

The action options for a role are View, Edit, Delete, Export, Import, and List. The View setting grants users permission to view records in the chosen module. Edit grants users permission to edit records in the selected module. Delete gives users permission to delete records in the module. Export allows users to export record data in the module, while Import allows users to import record data in the module. List makes it so users can access the List Views in the chosen module.

These actions can also be set so only certain people may perform them. If All is selected, all users assigned to a Role can perform the action. Owner only allows the user assigned to the record to perform the selected actions. The None option makes it so no one can perform the selected action. If Not Set is selected, the Role does not affect a setting and any action can be performed.

There are also a large variety of access types that can be selected for a role. Those access types are, Normal, Admin, Developer, Admin & Developer, Customer Support Administrator, Marketing Administrator, Sales Administrator, and Tracker. These types have various modules assigned to them so it makes it easier to assign Roles. For instance, the Marketing Administrator type has access to Accounts, Contacts, Leads, Campaigns, Targets, and Target Lists. The other types follow similar patterns.

While all of this may seem a little complicated, SugarCRM makes it easy to mix and match the settings that you need for the Roles you have created. If you give an employee the Normal type, choose Enabled for the Accounts module, and allow the view and edit actions, they will be able to see the Accounts module and view and edit the material there, but nothing else.

If you’d like more information about how the Roles functions in SugarCRM can benefit your business, please contact us.