Through the Settings main menu you can access the vTiger section Users and AccessManagement. This section allows users to define and customize vTiger to ensure the confidentiality of data and the ability to define privileges for each user.
Through the voices Users, Roles, Profiles and groups can be defined users can use only specific areas of vTiger. We believe it is useful to begin to define the users only when it is decided which business processes are to manage vTiger and not before having familiarized with the system.
For this reason, the installation package vTiger provides a single user an administrator who gives you access to all features of the system.
Once you know the system is suggested to use utility to be defined. Managing users and access is a powerful tool that lets you use vTiger also in the event you are working for several companies, separating each company for leads, contacts, companies, opportunities, products, price lists, tickets, activities and more.
Besides offering a powerful tool to use and customize the users access to various modules of CRM, vTiger tracks usage of the utilities themselves by ensuring the ability to understand
"who did what."
Through the instrument control information user is in fact possible to trace all actions taken by a particular user and possibly go after to make the tuning of the privileges associated with that user.
vTiger CRM to manage security and access to information of its users throughout its system based on roles. This will greatly simplifies management of users, for which there is no need to re-create each time a profile, but simply associate one already there.
Typically the management of roles is useful to medium-large in which we find dozens of users with different roles hierarchy. In particular it is useful for:
• Who wants to have a large number of people working with CRM simultaneously.
• Those who wish to check the rights of modification, deletion and reading.
• Who wants to meet a particular business organization chart
The Rolesthrough the profiles and levels of access, allowing users to profile vTiger CRM so that everyone can see only the information that is of interest for him, thus ensuring the confidentiality of data between users and levels of organizational charts.
12.1. Users
There are two types of users for vTiger CRM:
3. User standards 4. User Administrator
The standard user has limited access to vTiger CRM and can not access the menu settings (Figure 12.1)
The administrator user is able to administer all the entities vTiger CRM as:
• Users, groups and their privileged access.
• Customize the user interface.
• Create archives of communication.
• Change passwords, disable users, and view the history of log
• Management CRUD operations * for the data vTiger CRM
* CRUD operations are those of reading, creation / modification, deletion of data
Figure 12.1
12.2. Defining roles
The basis of all the security system there are, as mentioned, the roles. Each role is based on one or more profiles.
The administration of vTiger CRM should be expanded, based on past claims by those in charge of corporate organization, managing the operations that can be performed by different users and create roles that reflect the company's organizational levels.
The course typically takes place in this direction (see Figure 12.2):
a) creation of profiles
b) creation of roles, which profiles are associated c) creation of users, who are associated with the role
d) change the user-role associations based on organizational needs
Roles are also important because they respect the corporate hierarchy. In fact, if we determine that the sales manager is on top, as a role at all area managers, who will play the role associated with the Area Manager will see their data, while those who take the role of sales manager can see only its own information, even those Underlying the area manager.
Figure 12.1: Profiling-role-user 12.3. Definition of profiles
The profiles are used to define the privileges a user has against the data and views in vTiger CRM. This way you can, for example, to establish per-user: which fields are visible, such data can be modified, such data are considered private and / or public.
Then there is the possibility to create custom privileged access, see Figure 12.3, to cater to specific needs.
Figure 12.3 privileged access personalized The privileges include the following:
• Permission to use certain CRM modules.
• Permission to see the data in certain CRM modules
• Permission to create or change data in a CRM module.
• Permission to delete data in a CRM module
• Permission to export the data from certain CRM modules
• Permission to import certain data from CRM modules.
Table 12.1. shows the classification of types of privilege found in vTiger:
Table 12.1. Types of privilege for profile Global
privileges: When we create a profile, global privileges allow us to decide on possible common to see or create all the information / forms for CRM:
• View all: allows you to view all data in the organization.
• Edit all: allows you to create all the data in the organization Privileges TAB Allows you to decide that TAB see vTiger CRM
Golf privileges CRUD lets you decide what features you can do to individual field
Utility Allows you to decide on features such as: Export / Import Data, etc. Convert Lead.
12.4. Managing Users and Access
And 'The module connected to the user management and access to them, then the module that allows us to manage security, roles and access profiles to vTiger CRM.
12.4.1. User Configuration
To create or manage users click on the menu Users, you will open the user list, as shown in the figure below:
Figure 12.4 View Users List Important
When you delete a user, vTiger CRM will ask who you want to be assigned to user data to be erased. You can not delete the standard user and admin present by default in vTiger CRM.
Table 12.2. List fields default in User Create / Edit
User Name: Each user has only one user name. The user name, once created, can not be changed. Each user has the ability to change your password.
Admin: Flagged this box if you want to create a user with administrator privileges, regardless of role.
Password: When you create the user should be assigned a password that can be changed by the user at a later time.
Name: Enter the name and last name.
Role: The role associated with the user must be created before the creation of the user.
Email: Enter the email address for this user. The address will be used by vTiger CRM to send the mail user.
Status: You can define a user as active or inactive. An inactive user is not allowed to login.
Active view 'Default: You can see the missing assets and decide what activities are presented to the user's home page.
Lead View Default: Here you can provide the views of Default Lead and decide how you will be presented Leads the home page.
Currency: You can choose the currency (language, currency, currency) for this user.
The currencies used by vTiger CRM are defined in "Other Settings"> "Setting Currency".
Caution
Users with administrator privileges can see and change settings and all data users.
Important
Login and password is not allowed the use of special characters like "-","/".
Table 12.3.'s List fields default More About me
Title You can enter the user's position and holding his unit.
Report to: You can select the supervisor / manager user.
Other email: Additional address of the user.
Signed For outgoing email, you can insert the signature.
Date Format: You can change the data format for this user.
Notes: You can add additional information related to this user
Roles> see above Profiles> see above Groups
The groups are effective tools to summarize users who belong to the same team. Are used for function assignment vTiger CRM.
For example, if we take a ticket from a customer, based on a specific request, we can assign it to a Group of vTiger CRM specially dedicated to the management of the Ticket. In this way, it will then Management Group Ticket to decide who the members should occupy the resolution.
12.5. Shared access
vTiger CRM allows you to set access privileges of roles. The latter can be divided into two blocks, which is generally defined Global Accessand the Custom.
Therefore, it is possible to set access rules valid for all roles and at the same time, given different rules only to certain roles. You can then cover the most diverse needs of different organizations.
Important
If you enter changes in the shared rules, you must press the[Recalculate]to commit your changes.
Figure 12.5 Priviligi Access Global - view list Table 12.4. Types of permits shared
Kind Description
Private Only the owner and assignee of the entity vTiger CRM users with a hierarchical role above that of the owner, can read, edit, delete and modify data.
Post: Read Only All users can see the data entity.
Only the owner and users with a superior role, may edit or delete those entries.
Post: Read, Create /
Modify All users can view, create and modify data entity. Only the owner and users with a superior role, they can erase the data.
Post: Read, Create /
Modify, Delete All users can view, edit and delete all data.
Important
3. The form of activity, by default, is set to private (to make public an event or task, simply select a shared window on the individualactivities).
4. When the module companies is set to Private, will also provide access to private mode, connected, ticket, sales orders, purchase orders and invoices.
5. If you apply the rules of access to specific modules, these will be extended to emails
related to them.
Note
From here you can not change the access privileges to the calendar. You can do it on the settings of the Calendar.
12.6. Access fields
The function available is used to control the visibility of fields in various forms by the entire organization. You can use this function is to show both to hide the entry fields
By default, all fields are considered visible.
Figure 12.6 Management of fields for the Calendar Note
From here you can also make visible or not from your custom fields Important
You can not disable the required fields of the forms.
The rules of the login fields override the rules set by the Profiles.
12.7. About User Control
Information function User Control allows the system administrator to know what a particular user has done in vTiger CRM.
Figure 12.7 Information User Control - Report
Note
can avoid control by removing the flag from the check box for a particular user.
Figure 12-8 Enable / Disable User Control
12.8. History of user registration
As administrator of vTiger CRM, you may need to monitor access to the system. With this menu you'll get the history of records relating to each user.
Figure 12.8. Change User Login