Managing Profile Permissions
To make the process of managing profile permissions easier, the permissions have been grouped in such a way that you will have no problem in customizing them as needed. You can enable or disable permission in a single click rather than having to go through the hassle of disabling each checkbox. With instant saving you don't have to worry about losing your progress.
List of Permissions
The module permissions are grouped in the same way that they appear in the CRM and the Setup permissions are grouped similar to the Setup page, making it easier for you to find them. There are three main sections of permission that are available. With the ability to change the permission in one click, you can easily enable and disable them.
Module Permissions
Module Permissions lets you define which module the users associated to that particular profile will have access to. You can also specify what actions they can perform.
Basic permissions - These permissions are based on the modules. The permissions for actions can be changed by using the check box that is available in the drop-down next to the each module permission. Some of the common actions include.
- View
- Create
- Edit
- Delete
- Share
Advanced permissions - Permissions like Import / Export, Send Email, Tool and other advanced permissions can be enabled only when their pre-requisite are enabled. For example, a user can send Mass Email only when Send Email permission has been enabled for that profile. This makes sure that users can't exceed their permissions.
Note
- If you had disabled an advanced, then disable the basic permission and then enable it, the advanced permissions won't enable it automatically. You will have to go enable them manually.
Import / Export Permissions
| Permission | Description | Required Permission | Supported Modules |
| Import Own Records | Import records owned by current user. | Create | Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, Price Books, Events and Custom Modules. |
| Import Organization Records | Import all records owned by the users in the organization. | Create | Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, Price Books and Custom Modules. |
| Export | Export records from each module. | View | Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Users, Vendors, Tasks, Price Books, Events, Quotes, Calls, Sales Orders, Notes, Purchase Orders, Competitors, Invoices, Forecasts and Custom Modules. |
Send Email Permissions
| Permission | Description | Required Permission | Supported Modules |
| Send Email | Modules from which you can send email. | View | Leads, Contacts, Quotes, Sales Orders, Invoices, Purchase Orders, Deals and Custom Modules. |
| Mass Email | Modules from which you can send mass email. | Send Email | Leads, Contacts, Deals and Custom Modules. |
| Delete Email | To delete emails from the related lists in the record's detail page. | Send Email | Leads, Contacts, Quotes, Sales Orders, Invoices, Purchase Orders, Deals and Custom Modules. |
Tool Permissions
| Permission | Description | Required Permission | Supported Modules |
| Mass Update | Update several records at once. | Edit | Leads, Accounts, Contacts, Deals, Activities, Products, Campaigns, Cases, Solutions, Vendors, Price Books, Quotes, Sales Orders, Purchase Orders and Invoices. |
| Mass Delete | Delete several records at once. | Delete | Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors and Price Books. |
| Change Owner | Change the owner of a record. | View | Leads, Contacts, Accounts, Deals, Campaigns, Events, Tasks, Calls, Quotes, Sales Orders, Invoices, Products, Vendors, Price Book, Purchase Orders, Solutions, Cases and Custom Modules |
| Mass Transfer | Transfer records from one user to another based on a criteria. | Change Owner | Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, and Price Books. |
| Convert | Convert a record form one module to another. For example, converting a Lead to Contact. | View | Leads, Quotes and Sales Orders (Inventory is split up in to Quotes, Sales Orders). |
| Mass Convert | Convert multiple records form one module to another. For example, converting multiple Leads to Contacts. | Convert | Leads, Quotes and Sales Orders (Inventory is split up in to Quotes, Sales Orders). |
Other Permissions
| Permission | Description | Required Permission | Supported Modules |
Print View | View all List view records in a module in the printable mode. | View | Leads, Contacts, Accounts, Deals, Campaigns, Activities, Quotes, Sales Orders, Invoices, Products, Vendors, Price Book, Purchase Orders, Solutions, Cases and Custom Modules |
Sheet View | View, add and update records from the module using Spreadsheet. | Create and Edit | Leads, Contacts, Accounts, Deals, Campaigns, Vendors, Solutions, Cases, Products, Price Books and Custom Modules |
| Find and Merge | Find and merge the duplicate records. | Edit | Leads, Accounts, Contacts and Vendors. |
Manage Custom List View | Create custom list views. | View | All Modules. |
Setup Permissions
Setup permissions can be used for defining the configuration of different features in Zoho CRM. These permissions let you decide if the user associated with this profile can manage Template, Automation, Webform and Data Administration. Since Setup permission is not something that is generally given to all users, you have the option of disabling all of the Setup permissions at one go.
Admin Level Permissions
| Permissions | Description |
| User Management | Permission to manage users, roles, profiles, groups and data sharing. |
| Modules Customization | Customize Modules, Tab Groups, Web Tabs, Fields & Links, Layouts, Related Lists, and Business Card View |
Note
- Only users with Administrator Profile can customize Company Details, Fiscal Year, Business Hours, Territory Management, De-duplicate, CRM Variables, Copy Customization, Organization Email and Currency.
Email & Templates
| Permissions | Description |
| Email & Chat Settings | Manage BCC Dropbox, Mail Integration and Zoho Chat bar. |
| Manage Templates | Manage Email, Inventory and Mail Merge templates. |
Automation
| Permissions | Description | Supported Modules |
| Manage Workflow | Create workflow rules and associate workflow alerts, tasks, field updates, web hooks, custom functions and manage approval process with them. | All Modules. |
| Case Escalation Rules | Configure an case escalation rule with which the case can be escalated to other members in the organizational hierarchy. | Cases. |
| Assignment Rules | Create assignment rules to automatically assign the ownership of the records that are imported or generated from web forms. | Leads, Contacts, Cases and Custom Modules. |
Webform
| Permissions | Description | Supported Modules |
| Manage Webform | Design and publish web forms in order to collect customer / visitor data. | Leads, Contacts, Cases and Custom Modules. |
| Approval | Specify the rule criteria, the approval authority and also actions that need to be carried out on approval or rejection. | Leads, Contacts, Cases and Custom Modules. |
| Unsubscribtion Form | Embed the Un-Subcription Form on your website, or paste as a link in email templates to provide the customer with an option to stop receiving email from your organization. | NA |
Data Administration
| Permissions | Description |
Migrate data from other CRM | Enable the ability to migrate data from other CRM. |
| Import History | View the import history of modules. |
| View Storage Details | View the storage details of the account. |
Extension Permissions
This section lets you define permissions for Extension, CRM API and Social Settings. These permissions deal with the communication of Zoho CRM with third party integrations.
Zoho
| Permissions | Description |
| Visits | Track visitors on the website. |
| Support | Monitor support tickets from within CRM. |
| Phone Bridge | Mange incoming and outgoing calls from within CRM. |
| Meeting | Host meetings and screen sharing sessions with customers. |
| Projects | Create, collaborate and collage the project activities inside CRM. |
| Books | Manage your invoices, bills, banking and inventory inside CRM. |
| Invoice | Create and manage Invoices inside CRM. |
| Expense | Automate expense recording from receipts and credit cards inside CRM. |
| Subscription | Manage recurring billing and payments efficiently inside CRM. |
Google
| Permissions | Description |
| Sync with Google Contact | To synchronize contacts between Google contact and Zoho CRM. |
Sync with Google Calendar | To synchronize Google and Zoho CRM calendars. |
Google Ads | Track your Google Ads investments inside CRM. |
Others
| Permissions | Description |
| Plug-in for Microsoft-Outlook | Enable Plug-in for interaction with Microsoft-Outlook. |
Plug-in for Microsoft-Word | Enable Plug-in for interaction with Microsoft-Word for creating Mail Merge template. |
| CRM Mobile Apps Access | Enable this for allowing the user to access CRM through mobile app. |
CRM API
| Permissions | Description |
CRM API | Access the Zoho CRM API for integrating CRM modules with third-party applications such as accounting, ERP, e-commerce, self-service portals and others |
Social
| Permissions | Description |
| Social Admin | Enable the user associated with this profile to have social administrator access. |
| Social Tab | Enable the social tab for the user. |
| Add Social Profiles in record | This needs to be enabled for the user to integrate their social accounts in CRM. |
Delete Profile
You may want to delete profiles that are not in use.
- Click on the more button that appears when you hover the mouse over the profile you wish to delete.
- Click on delete.
- In the confirmation page click delete again.
Note - When you want to delete a profile that is associated to a user, you will be prompted to transfer the user to another profile before deleting them.
- To know which users are associated with the profile, click on the more button in the Profile View page and select View Users.
See Also
Related Articles
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