1. Basic Concepts

1. Role: A Role is a key concept in permission management that defines a user’s functional access rights within the system. Assigning different Roles to users ensures they can perform only the actions within their responsibilities, protecting data security and compliance.

2. Functional Permissions: Functional Permissions refer to a user’s access to system features. They determine which features a user can use, for example viewing Account information, creating an Opportunity, or assigning Leads.

3. Data Permissions: Data Permissions refer to a user’s access to data within the system. They determine which records a user can view and modify, for example viewing and editing Opportunities or Account records. Note that editing data also depends on whether the object layout exposes an Edit button.

4. Sharing Rules: Sharing Rules are rules that refine Data Permissions by controlling record sharing based on specific conditions. For example, you can define Account sharing rules so that Key Account Managers can access VIP-level Account information.

5. Multi-dimensional Data Permissions: Multi-dimensional Data Permissions allow the system to control data access by different dimensions. For example, you can define permissions by geographic region, industry line, or product line so that responsible stakeholders access records within their dimension.

6. Temporary Permissions: Temporary Permissions are time-limited data permissions granted to users for specific process tasks or for forwarding Chats messages. These permissions may be revoked automatically after a period to ensure data security and compliance.

2. Concepts Related to Data Permissions

Data Permissions are a core CRM feature that lets administrators and users access and manage specific records according to their Roles and responsibilities. The following explains terms related to Data Permissions.

1. Owner: In the CRM, an Owner is the person responsible for a specific record—for example, the owner of an Account or an Opportunity. The Owner communicates with the customer, follows up on sales opportunities, and maintains the customer relationship.

2. Dept. of Record: The Dept. of Record indicates the department to which a record belongs. In the CRM, the Dept. helps organize and manage Accounts and Opportunities by departmental ownership.

3. Owning Organization: Similar to Dept., the Owning Organization indicates the organizational entity that owns the record. In CRM, the Owning Organization typically differentiates business units or subsidiaries.

4. Related Teams: Related Teams are the team members associated with a particular business record, such as the team on an Account or an Opportunity. These team members may need shared access to Account information to collaborate and deliver better customer service.

5. Ownership Dimension: Ownership Dimension defines the dimension used to determine a record’s ownership. Dimensions can include region, industry, or product line. Using Ownership Dimensions, the system determines access and management scope for records based on each dimension.