Permissions for the users may be managed by assigning the roles with a set of rights and restrictions to perform particular actions (delete records, export records, edit records and etc.) or reach particular sections in Teamgate (Settings, Payments, Insights and etc.) Additionally to the roles settings it is available to assign special user access and data visibility rights to every user of your Teamgate account. By assigning the rights and restrictions you may manage which information entered to Teamgate can be visible for the users. For example you may allow seeing only own user's leads, but see all companies; allow editing only own records and etc.
The restriction to edit records means that user can see all records in the main list and open the record's card but are not allowed to edit the information entered in the contacts profile.
Example:
The right to view and edit means that user can see the records in the main list, enter the contact's profile and edit the information entered.
Example:
Visibility settings and duplicates.
If the user can see "only own records" - the system still notifies about possible duplicates, but do not allow to view the duplicated record card:
If the duplicated record is created - user with visibility restrictions will see the information that the duplicate exists, but will not be able to merge the record.
1. How to set user access and visibility rights?
Follow these steps to adjust user access and visibility settings:
1.1 Navigate to Settings
1.2. User management
1.3. Click on the user's name
1.4. Click "User access & data visibility".
2. What type of data access and visibility settings may be assigned to the users?
Note: there might be other restrictions set to perform particular actions for the user's role. For ex. delete or export leads.
2.1. Leads visibility.
View and edit all records- this setting allow to see and edit all leads added to Teamgate.
View all and edit own and dependent user records- this setting allow to see all leads added to Teamgate in the main leads list, but restricts editing leads that belongs to users with a higher role. User are able to edit own leads and leads of the users with a lower role. To check the roles' hierarchy navigate to Settings > User management > Roles and permissions.
View all and edit own records- this setting allow to see all leads added to Teamgate in the main leads list, but restricts editing other users' leads.
View and edit own and dependent user records- this setting allow to see and edit own leads and leads that belong to users with a lower role. User will not see leads that belongs to users with a higher role.
View own and dependent user records, edit only own records- this setting allow to see own leads and leads that belong to users with a lower role, but restricts editing leads that belongs to other users. User will not see leads that belongs to users with a higher role.
View and edit only own records- this setting allow to see and edit leads that belongs to particular user. User will not see leads that belongs to other users.
2. Companies visibility.
View and edit all records- this setting allow to see and edit all companies added to Teamgate.
View all and edit own and dependent user records- this setting allow to see all companies added to Teamgate in the main companies list, but restricts editing companies that belongs to users with a higher role. User are able to edit own companies and companies of the users with a lower role. To check the roles' hierarchy navigate to Settings > User management > Roles and permissions.
View all and edit own records- this setting allow to see all companies added to Teamgate in the main companies list, but restricts editing other users' companies.
View and edit own and dependent user records- this setting allow to see and edit own companies and companies that belong to users with a lower role. User will not see companies that belongs to users with a higher role.
View own and dependent user records, edit only own records- this setting allow to see own companies and companies that belong to users with a lower role, but restricts editing companies that belongs to other users. User will not see companies that belongs to users with a higher role.
View and edit only won records- this setting allow to see and edit companies that belongs to particular user. User will not see companies that belongs to other users.
3. People visibility.
View and edit all records- this setting allow to see and edit all people added to Teamgate.
View all and edit own and dependent user records- this setting allow to see all people added to Teamgate in the main people list, but restricts editing people cards that belongs to users with a higher role. User are able to edit own people and people of the users with a lower role. To check the roles' hierarchy navigate to Settings > User management > Roles and permissions.
View all and edit own records- this setting allow to see all people added to Teamgate in the main people list, but restricts editing other users' people.
View and edit own and dependent user records- this setting allow to see and edit own people and people that belong to users with a lower role. User will not see people that belongs to users with a higher role.
View own and dependent user records, edit only own records- this setting allow to see own people and people that belong to users with a lower role, but restricts editing people that belongs to other users. User will not see people that belongs to users with a higher role.
View and edit only won records- this setting allow to see and edit people that belongs to particular user. User will not see people that belongs to other users.
4. Deals visibility.
Can see all deals- user are allowed to see all deals added to the sales pipeline.
Can see team's deals- user are allowed to see the deals that belongs to the members of the team the user is added to. See how to create users' teams here.
Can see only own deals user are allowed to see only own deals. User will not see the deals that belongs to other users.
5. Events visibility.
Can see all events- user are allowed to all tasks and meetings that are created by other user in the organizer.
Can see team's events- user are allowed to see the tasks and meetings that were created by the members of the team the user is added to. See how to create users' teams here.
Can see only own events- user can see only the tasks and meetings created by himself.
6. Files visibility.
The files visibility restriction applies to the Files section only - the restriction will not restrict viewing the files attached to the contacts or deals. If the user is allowed to view and enter the contact card or a deal card - he will be able to see all the files attached to that particular deal or contact.
Can see all files- user can see all the files that were added to Teamgate. The files are visible in the Files section and in the contact cards in the files block.
Can see team's files - the restriction differ in Files section and in contacts cards: Files section - user is allowed to see the files that were added by the members of the team the user belongs to. Contact and deals cards files block - the user can see all the files if he can see the particular contact or the deal where the files are attached.
Can see only own files-the restriction differ in Files section and in contacts cards: Files section - the user can see and review files that belong to him/her only.Contact and deals cards files block - the user can see all the files if he can see the particular contact or the deal where the files are attached.