Basic Concepts

1. Roles: Roles are a critical concept in permission management, defining users’ functional operation privileges within the system. By assigning different roles to users, the system ensures they can only perform actions within their designated responsibilities, safeguarding data security and compliance.

2. Functional Permissions: These determine users’ access to system features, such as viewing Account information, creating Opportunities, or assigning Leads. They define which functionalities a user can utilize.

3. Data Permissions: These govern users’ access to and manipulation of system data, like viewing Account details or editing Opportunities. Note that editing data also depends on whether the object layout includes an edit button.

4. Sharing Rules: These refine data permissions by controlling data sharing scope based on specific conditions. For example, a sharing rule might allow VIP Account Managers to access information for high-tier Accounts.

5. Multi-dimensional Data Permissions: These enable data access control across different dimensions (e.g., geographic regions, industry verticals, product lines). They ensure dimension owners can only access data within their assigned scope.

6. Temporary Permissions: These grant temporary data access, typically for specific workflow tasks or forwarded Chats. They often expire automatically to maintain data security and compliance.

Data Permission Concepts

Data permissions are a core CRM feature, allowing administrators and users to access and manage specific data based on their roles and responsibilities. Below are key terms related to data permissions.

1. Owner: In CRM systems, the Owner is the designated person responsible for specific data (e.g., an Account or Opportunity). They handle client communication, sales follow-ups, and relationship maintenance.

2. Owning Dept.: The department to which the data belongs. This helps departments categorize and manage Accounts and Opportunities.

3. Owning Organization: Similar to Owning Dept., this refers to the business entity or subsidiary that owns the data, often used to distinguish between different legal entities.

4. Related Teams: Teams associated with specific business records (e.g., Account or Opportunity teams). Members may need shared access to collaborate effectively and deliver better service.

5. Owning Dimension: The dimension (e.g., region, industry, product line) used to determine data ownership. The system uses this to define data access scope across multi-dimensional structures.