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How to set contact access permission?

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Posted on by Community Member

Dear Community,

I have a list of contact to be imported into the system. However, I would only want to let a few people view the contact in our entire organization. So others can see the contact in their environment. How can I set it up correctly?

Thanks

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prt33k 6,907 on at

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RE: How to set contact access permission?

Hi,

Record access in CRM is on entity basis and it can have dept of User,BU, Parent Child BU and Org.

There is owner field on contact which dictate the Business Unit a record belongs to.

So if you are importing contact with owner in a Business Unit called A - any user with Org level to contact will get access to your contacts.

Users who are part of Business Unit A and parent Business Unit will also get access to contact. Only the user with User level access will not get access to your record.

Now coming to your problem - if you want only certain record to be hidden from other user

1. Make sure no one has Org level access to contact entity.

2. Create a BU which is one level up to the users BU with no one in that BU.

3 Create a team in this BU and make that team as owner of the contact you imported.

The other way can be to make sure all the user have user level access to contact and then control the access to contact record with team ownership - but all the depend on how the security is setup in your organization.

To find which security role a user has you need to go to customization>Security->User-> Open user record-> Manage Security role button.

This will show all the role a user has. You can then go to the role and check what access it has.

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Community Member on at

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RE: How to set contact access permission?

Dear Steve,

Thanks for your response!

It is not clear to me how to manage which person in our team can access the certain contacts. For example, how can I give the permission to selected 5 people out of 10 people for our team?

And I assume all of our security roles are the same. How do I know other people's security role?

Thanks

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Community Member on at

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RE: How to set contact access permission?

You can give the user with no read permission of Contact in the security role.

Steps:

1. Navigate to the Advanced settings -> Settings->Security->Security roles, select the record of security role you used and click the permission to None Selected.



2. Navigate to the Advanced settings -> Settings->Security->Users, select the users and assign them the security role.



3. When the user want to view the contact, system will give them the Insufficient Permissions error like the following screenshot.



Regards,
Steve Zhao
Please mark as verified if the answer is helpful.

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Mohit verma on at

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RE: How to set contact access permission?

ok

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