When a user account is created in the Admin section, a number of User Roles are selected that control what that user can and can't see within each module in BMS. Additionally, users can be assigned a Sales Area, which will also affect what they can and can't see, depending on the user roles they been given.
The CRM in particular has the most configuration options and it's worth understanding what options you have available from a data security perspective.
Sales Areas
Sales Areas are an integral way to split up your customers and potential customers amongst a growing sales team. Assigning a Sales Area to a CRM Account will allow you to customise who can view the businesses details and your history of interactions with that business.
User Roles
There are 6 different user roles to choose from in the CRM:
CRM Administrator - CRM Administrators can view, edit and create anything in the CRM application.
CRM Manager - Same permissions as CRM representatives (below), the main difference is that CRM Managers will generally be given a larger number of Sales Areas, to oversea the Sales Representatives in those areas.
CRM Representative - CRM Representatives can view, edit and create Accounts in their assigned Sales Area/s, as well as Accounts without a Sales Area. They can also view ALL Accounts in the main index, but if they don't have permissions to view the Account itself, they won't be able to click through to view the details. If they don't have a Sales Area, they can only click through and view Accounts without a Sales Area. They can create and view Activities, Tasks and Opportunities either assigned to them or to their Sales Area (via the Account). Likewise, they have access to a top level tabs for Sales Area Tasks, Sales Area Opportunities and Sales Area Activities (in the respective top level indexes), these display both their own and other users Tasks/Opportunities/Activities against Accounts in their designated Sales Area. They can't archive Accounts, or edit the Sales Area and Geo Area, for Accounts in their Sales Area/s. They also can't bulk attach/detach Tags, bulk delete Tasks, or add new Public Filters.
CRM Operations - CRM Operations can view, edit and create Accounts, in any Sales Area. However, if they have been assigned a Sales Area, they can only view, edit and create Accounts in their assigned Sales Area/s, as well as Accounts without a Sales Area. They can create, view and edit Activities, Tasks, Opportunities and Campaigns assigned to them. They cannot archive Accounts, edit the Sales Area and Geo Area, or create new public tags. They also can't bulk attach/detach tags, bulk delete tasks, or add new public filters.
CRM Guest Manager - CRM Guest Managers can view everything in the CRM application, however they cannot create or edit anything.
CRM Guest - CRM Guests can view everything in the CRM application, with the exception of other users Activities, Tasks and Opportunities in the top level indexes. They cannot create or edit anything.
Company Wide Setting for 'Increased CRM Security'
Larger businesses sometimes require more security within their CRM Database, as they have more users, more data, and a higher risk profile. As such, we have a setting to lock down Account access beyond the standard user permissions listed above.
With the setting enabled, the below roles have slightly different permissions:
CRM Representative - With Increased security, the user can no longer see all Accounts in the top level Accounts index (just the Accounts they have access to click through and view). Likewise, they can no longer see the top level tabs for Sales Area Tasks, Sales Area Opportunities and Sales Area Activities.
CRM Operations - With Increased security, the user can no longer see Accounts that are a Customer in the top level Accounts index. The exception to this is if they are assigned a Sales Area, in which case they can also view Accounts that are a Customer in that Sales Area.