Viewing
User ProfilesPrivilege
Profiles (Extended edition)
Privilege
Summary (Extended edition)
All Users can access the User Profile View window. Non-Application Administrators can view all User Profiles, but can only view their own User Login. Application Administrators can access all User Profiles (including User Profiles of other Application Administrators), and can change any User Login.
Navigation bar > Setup icon > Setup menu > "Your Profile" hyperlink > User Profile View window.
or
Navigation bar > Setup icon > Setup menu > User Manager hyperlink > User Manager window > Click your name or another Users name in the Name column > User Profile View window.
User Profile View window - Includes the following elements:
[Change Password] button: Launches the Change User Password pop-up. You will only see this button for your own User Profile unless you are an Application Administrator, in which case you will see this button for all User Profiles.
[Email Login Info to User] button: Immediately emails the User's Company Login, User Login, and User Password to the email displayed in the Email Address field.
[Edit] button: Launches the User Profile - Edit window. You will only see this button for your own profile unless you are an Application Administrator, in which case you will see this button for all User Profiles.
First Name / Last Name: The combination of First Name / Last Name must be unique within your organization. Ensure that your User Name is accurate, as the Import Wizard may use your User name to assign incoming records to you, but if your User name is not recognized, the records will be rejected as a nonmatch. See the Importing Data section of the Help File for more information.
User Login: Only viewable for your own profile if you are not an Application Administrator. Application Administrators can view the User Login for all User Profiles. All User Logins within an organization must be unique and your User Login cannot be the same as your User Password. The application ignores case-sensitivity when comparing the User Password to the User Login, thus, if your User Login is "JSmith", the application will not allow the User Password "jsmith".
Keeping your Email Address Up-To-Date: It is important to keep your email address up-to-date for several reasons:
Password Lockdown Administration: If you forget your User Password and subsequently get locked out of the application, an Application Administrator can send your password to the email address that is listed here. If you are an Application Administrator, and you are sent any Solution Lockdown Alert Messages (SLAM) by the application (indicating the need to reactivate locked-out Users), they are sent to the email address listed here.
External Data Capture notifications or submissions: You may be chosen by an Application Administrator to receive email notification messages of successful or failed External Data Capture Form submissions. Such emails are sent to the email address listed here.
Changing or Requesting Your User Password: Any time your User Password is changed you will receive an email at this email address, or if you forget your User Password and request it be sent to you by an Application Administrator, it will be sent to this email address.
Wireless email: Whenever you send email to Contacts via the Wireless application, said email is addressed from the email address listed here.
Title: This is the User's job title at your organization. This is not the Company Position to which the User has been assigned in the Company Position Chart (CPC) and has no bearing on the User's record access rights in the application.
Company Position: The Position that has been assigned by an Application Administrator based on the Company Position Chart (CPC). Positions are used to determine record access rights in the application. This is not necessarily the User's job title at your organization.
Country: Displays the selected country name using the two-character ISO (International Organization for Standardization) country code, followed by the country name, such as US United States.
Time Zone (User Time Zone): The Time Zone setting in a User Profile determines which Time Zone to reference when displaying dates and times throughout many areas of the application. Time Zone is not the same as Locale, which only determines the format in which the time is displayed.
Time Zone and Locale example: If you visit California on business from France, you may want to switch the Time Zone (in your profile) to Pacific Time so your Calendar does not display Appointment times at two in the morning. You would probably keep your Locale as French (France) to keep dates and times formatted in a style you are used to viewing. When you return to France, you could switch the Time Zone back to your local Time Zone.
Locale (User Locale): Determines how numbers, currencies, dates, and times are formatted and displayed in the application when the User is logged in. For example, if you choose "English (United States)" as the User Locale, dates display in MM/DD/YYYY format. If you choose "French (France)" as the User Locale, dates display in DD/MM/YYYY format. The Locale does not have to correspond to the Time Zone listed in the User Profile. User Locale does not determine the currency symbol displayed with currency values or the currency to use for converted currency values. The User Locale only determines how values in the currency fields are formatted. Click to jump to the Time Zone and Locale example. Locale is available to all editions: Express, Standard, and Extended.
User Currency (Multi-Currency organizations): The User Currency in a User's Profile determines which currency is their default currency. A User Currency becomes the default Record Currency when a User adds a new Account, Contact, Deal, or Lead. Also, if a User views a record that uses a currency other than their User Currency, all currency fields display two values: the original value entered for the record and the converted value based on the User Currency. User Currency will not appear for Users in a Single Currency organization.
Work Day Start Time / Work Day End Time: Determines which hours of the day are displayed in the Calendar Day View when the User is logged in, no matter whose Calendar they are viewing. For example, if you select 6 AM as the Work Day Start Time, and 5 PM as the Work Day End Time, when this User clicks the Calendar's Day tab, they will see time slots for 6 AM to 5 PM. This doesn't mean the User can't add Appointments outside this time range; these settings just determine which hours are displayed for maximum ease-of-use.
Privileges: Click to jump to the documentation for privileges in this Help topic.
Application Administrators can assign Privileges or Privilege Profiles to any User or any other Application Administrator, but not to themselves.
Privilege Profile - Allows an Extended edition Application Administrator to assign an entire set of privileges to any Users or Application Administrators except themselves. This prevents having to select each privilege one-at-a-time, and allows for uniform privilege assignments en masse. Once a Privilege Profile is selected, all privilege check boxes and drop-down menus will reflect the appropriate selections for the Privilege Profile, in Read-Only format (the exception being the "Active User" privilege). If "None" is selected from the User Privilege Profile drop-down menu, this will remove the User from being bound to a Privilege Profile, and will enable all check boxes and drop-down menus. The privileges available in the User Privilege Profile drop-down menu are added / edited via the Privilege Profiles window.
Active User privilege - This privilege grants the User with Active Status in the application. The lack of this privilege means that the User has been assigned Inactive Status in the application, and means that the User cannot even log in to the application. As an Application Administrator you can grant or remove this status for any User Profile except your own, even if there is a Privilege Profile assigned (the Active User privilege can never be part of a Privilege Profile). Example: If the CTO has just defrauded the organization, the Application Administrator can immediately revoke the CTO's access to the application by assigning them with Inactive Status. The records of Inactive Users are still accessible by Application Administrators and any other Users who have access to the Inactive User. If an Application Administrator wants to make the records of an Inactive User inaccessible to all Users except for Application Administrators, the Inactive User's Company Position should be edited to be blank in their User Profile.
User Password Does Not Expire - This privilege prevents a User's User Password from expiring. This privilege will override the User Password Expiration setting chosen by an Application Administrator in Security Preferences (set automatically to 365 days for Express Users) and is not affected by a Force Password Change. The lack of this privilege means the User's User Password will expire based on the User Password Expiration setting chosen by an Application Administrator, and is affected by any "Force Password Change".
There are several kinds of Administrators. When the Help file refers to an "Administrator" without a qualifier (e.g., Extended edition Administrator), it is referring to Application Administrators.
Application Administrator - This privilege grants the User with Application Administrator privileges, meaning they have full power over virtually all Users, all data, all records, all Access Rights, all Privileges, and all settings in the application. While an Application Administrator wields significant power in the application, they don't need to have any programming or highly technical skills.
The person who initially establishes a log in to the application is by default the sole and original Application Administrator. An organization can have multiple Application Administrators. The original Application Administrator can create more Application Administrators to share the duties of overseeing the application. See the Help topic Power of the Application Administrator to help determine who should be granted this kind of power. If your organization decides to have multiple Application Administrators, each Application Administrator will have Full Access to every other Application Administrator. Only Application Administrators accessing another profile besides their own, can set or remove the Application Administrator privilege. (Note that if you remove this privilege from an Application Administrator who is also listed as the Primary Contact for your organization, you will probably want to pick a new Primary Contact in the Company Profile - Edit window). You can check to see if a User is an Application Administrator by checking the User Manager or their User Profile to see if the Application Administrator check box is selected.
Click to learn more about the Application Administrator's powers and responsibilities.
Click to learn more about an Application Administrator's limitations.
Click to learn more about Application Administrator access with multiple Application Administrators.
Click to learn more about transferring Application Administrator powers.
Process Builder Administrator - A User lacking this privilege:
can view the list of Processes
can view the details of the Steps and Results within each Process
can still use an existing Process to complete Deals, but cannot create or edit a Sales Process.
This privilege allows the User to:
create, edit, or delete Processes in the Process Builder
view and select items in the Usage column in the Process Builder - View window.
view, add, edit, and delete Activity Types and Purposes and Won/Lost Reason Codes for Deals if the User is also an Application Administrator
view Activity Types and Purposes and Won/Lost Reason Codes for Deals if the User is a Process Builder Administrator but not an Application Administrator.
Click to learn more about a Process Builder Administrator's powers and responsibilities.
Dashboard Administrator - (Extended edition) A User lacking this privilege can only access, add, and edit their own Dashboards. This privilege allows the User to:
direct access to Dashboards of other Users: Dashboard Administrators can view, add, edit, and delete the Dashboards of other Users.
publish Chart Dashboards to other Users: Dashboard Administrators can make one or more of their Chart Dashboards (or the Chart Dashboards of another Dashboard Administrator) viewable to other Users. Dashboard Administrators cannot publish Listing Dashboards.
copy Dashboards to other Users: Dashboard Administrators can copy one or more of their Dashboards (or the Dashboards of another Dashboard Administrator) and make them available to other Users.
choose the Dashboards available to new Users upon their first log in. If a User has their Dashboard Administrator status revoked, any of their own Dashboards that they have made available to future newly created Users will no longer be available in the Dashboards for New Users window.
Selecting the fields displayed in a Chart Element Drill-Down output is the responsibility and function of an Application Administrator, not a Dashboard Administrator.
Document Library Administrator - This privilege allows the User to add, edit, and delete document folders via the Manage Folders hyperlink (in the left-hand panel of the Document Library).
Communication Templates Administrator - This privilege provides the User with the following:
Communicate tab in the main application window
Templates tab in the Communication Manager
Form Letter templates: view Form Letter templates, edit Form Letter templates, create Form Letter templates, and delete Form Letter templates
Label templates: view Label templates, edit Label templates, create Label templates, and delete Label templates
Envelope templates: view Envelope templates, edit Envelope templates, create Envelope templates, and delete Envelope templates
Email templates: view Email templates, edit Email templates, create Email templates, and delete Email templates
Email Template folders: view, edit, create, and delete Email Template subfolders
Word Template folders: view, edit, create, and delete Word Template subfolders
Communication Templates Administrators have access to other User's templates in the same way as any other User -- based on normal implicit and explicit access rights (based on the CPC, Position-to-Position Access, Teams).
Lead Queue Administrator - This privilege allows the User to:
reassign ownership of Leads owned by a Lead Queue
specify the number of Leads to expose in a Lead Queue at one time
edit all fields of Leads owned by a Lead Queue
delete any Lead owned by a Lead Queue
delete a Lead Queue
specify default values for required Deal fields. The default values specified will prepopulate said Deal fields when a User Converts a Lead and chooses to create a new Deal.
Re-Tag Leads in any Limited Exposure Queue
use the "Is Exposed" filter in a Lead List Query
perform the Bulk Action "Un-Reject"
view any Lead owned by a Lead Queue
view any Rejected Lead owned by a Lead Queue (in the Lead List window or in a Report output)
view any Converted Lead in the Lead List window
un-reject any Lead owned by a Lead Queue.
Campaign Administrator - This privilege is only available if Campaigns are activated for your organization by an Application Administrator via the Application Modules hyperlink (in the Setup menu). This privilege allows the User to:
manage Appointments and Tasks for Campaigns via the Appts/Tasks mini-tab in the View Campaign pop-up
manage Multi-Notes for Campaigns via the Multi-Notes mini-tab in the View Campaign pop-up
manage Attached Documents for Campaigns via the Attached Docs mini-tab in the View Campaign pop-up
add Campaigns via the Campaign List page
add Campaign stats at a given point-in-time
view Campaign stats at a given point-in-time
edit Campaigns via the Campaign List page
copy Campaigns
specify Campaign usage to PTU sets (Positions, Teams, Users). Campaign Administrators have implicit usage to all Campaigns.
delete Campaigns via the Campaign List page
select the Summary Stats History mini-tab in the View Campaign pop-up
select the Add Campaign hyperlink in the navigation bar.
Campaign Administrators cannot manage the following features - Campaign Layouts, Campaign Status, Campaign Field Management, Campaign Type, or Campaign Member Status. These features can only be managed by Application Administrators.
Import privileges - Having this privilege for any kind of import (Accounts & Contacts), (Deals), or (Leads), means the User has Import privileges to import those kinds of records via the Import Wizard. Note that Deal Import privileges are only available to Extended edition Users. A User lacking any kind of Import privilege cannot use the Import Wizard to import data (new Accounts and Contacts, and / or new Deals, and / or new Leads) to the application. The application will not allow a User to be granted Account & Contact Import privileges if they currently have Read-Only access to Accounts and Contacts, and the same applies to Deals and to Leads. Read-Only access must first be removed before Import privileges can be granted.
Multi-Record Field Update privilege - This privilege allows the User to:
append to existing data values in fields you've chosen for multiple records simultaneously
prepend to existing data values in fields you've chosen for multiple records simultaneously
overwrite existing data values in fields you've chosen for multiple records simultaneously
add data values to fields you've chosen for multiple records simultaneously
remove data values from fields you've chosen for multiple records simultaneously.
Multi-Record Field Update privilege and Read-Only access:
If the User has Read-Only access to Accounts and Contacts, they can only update Deals.
If the User has Read-Only access to Deals, they can only update Accounts and Contacts.
If the User has Read-Only access to Accounts and Contacts and Deals, they cannot update any records even though they have the Multi-Record Field Update privilege.
If the User has Read-Only access to Leads, they cannot update Leads.
Multi-Record Reassign Ownership privilege - This privilege allows the User to reassign ownership of multiple Accounts, Contacts, Deals, and/or Deal Steps simultaneously.
Multi-Record Reassign Ownership privilege and Read-Only access:
If the User has Read-Only access to Accounts and Contacts, they can only reassign Deals.
If the User has Read-Only access to Deals, they can only reassign Accounts and Contacts.
If the User has Read-Only access for Accounts and Contacts and Deals, they cannot reassign any records even though they have the Multi-Record Reassign Ownership privilege.
Sync Tool privilege - This privilege allows the User to use the Sync tool to synchronize their data with Microsoft Outlook, Palm Desktop, ACT!, or GoldMine.
Offline privilege - This privilege allows the User to subscribe/unsubscribe Accounts, Contacts, Deals, Appointments, Tasks, and Multi-Notes in the Online application and pull them into the Offline application. Revoking a User's Offline privileges prevents them from further subscribing to records and from connecting Offline to Online, but said User can still view any records that were in their Offline application when privileges were revoked. Because it's offline, there is no way for the Offline application to recognize that a User's privileges have been revoked until said User tries to connect with the Online application. This privilege will not be displayed at all if the Offline application is not enabled for your organization. If you are adding a new User Profile, and you try to grant Offline privileges but have already assigned all of your Offline licenses, clicking [Save] launches a message indicating that Offline privileges cannot be granted. Either purchase more Offline licenses or revoke a User's Offline privileges.
Web Services API privilege - This privilege provides Extended edition Users with the following:
Web Services API Configuration hyperlink in the Setup menu: Allows Application Administrators to manage Web Services API security and access for their organization.
User Access listbox: All Users with the Web Services API privilege appear in the User Access listbox in the Web Services API Configuration window, but only Application Administrators can view said listbox.
WSAPI Calls: All Users with the Web Services API privilege can make WSAPI Calls, and their User Logins will be accepted when the application attempts to get a security token from the WSAPI.
Wireless Application privilege - Will only appear for organizations that access their data wirelessly. This privilege allows Application Administrators to use the Wireless application, and to setup and manage the Wireless application for their Users (via the Wireless Setup hyperlink) in the Setup menu. This privilege allows non-Application Administrators to use the Wireless application, but they will not have access the Wireless Setup hyperlink.
Communication privileges - There are the following kinds of Communication privileges:
(the Communication Templates Administrator privilege is discussed in the Administrator privileges section in this Help topic)
Send Email & Use Outlook Email plug-in (privilege) - This privilege provides the User with the following:
Communicate tab in the main application window
Distribution List tab in the Communication Manager
Event History tab in the Communication Manager, which allows Users to view and delete Email, Form Letter, Envelope, and Label Communication Events
Email (HTML / Text) radio button in the Choose Communication Method pop-up (in the Communication Manager). The Email (HTML / Text) radio button allows Users to view and send email.
[Email] button in the Account View pop-up, the Contact View pop-up, the Deal View pop-up, and the Lead View pop-up
Linked Email via Outlook Email plug-in: This allows the User -- directly from Outlook -- to automatically link email (sent and received) to Contact records (and manually to Deal and / or Lead records). By using the Outlook Email plug-in, Users can view Linked Email, edit Linked Email, create Linked Email, and delete Linked Email. Revoking this (the Send Email & Use Outlook Email plug-in privilege) will prevent the User from linking any Outlook email to their Contacts, Deals, and / or Leads, but will not remove the Linked Email buttons from their Microsoft Outlook (only uninstalling the Email plug-in can do that); said buttons will no longer function.
Email Server Settings hyperlink in the Setup menu (Application Administrators only).
Linked Email mini-tab in the Account View pop-up, the Contact View pop-up, the Deal View pop-up, and the Lead View pop-up.
To access the Event Options pop-up, Users need both the "Send Email & Use Outlook Email plug-in" privilege and the "Word Merge via Comm Mgr plug-in" privilege.
Word Merge via Comm Mgr plug-in (privilege) - This Communication privilege provides the User with the following:
Communicate tab in the main application window
Distribution List tab in the Communication Manager
Event History tab in the Communication Manager, which allows Users to view and delete Merged Email, Mass Email, Form Letter, Envelope, and Label Communication Events
Comm Events mini-tab in the Account View pop-up, the Contact View pop-up, the Deal View pop-up, and the Lead View pop-up.
Note The Comm Events mini-tab will also be available for any Users who previously had the Communication Manager privilege and conducted Communication Events. This privilege has since been split up between the different Communication privileges.
[Communicate] button in a Subtotal Report output
Form Letter radio button in the Choose Communication Method pop-up (in the Communication Manager). By using the Form Letter radio button the User can view and merge form letters.
Label radio button in the Choose Communication Method pop-up (in the Communication Manager). By using the Label radio button the User can view and merge labels.
Envelope radio button in the Choose Communication Method pop-up (in the Communication Manager). By using the Envelope radio button the User can view and merge envelopes.
To access the Event Options pop-up, Users need both the "Send Email & Use Outlook Email plug-in" privilege and the "Word Merge via Comm Mgr plug-in" privilege.
Reports Tab Visible - Users lacking access to the Reports tab are unable to:
run, create, edit, delete, or share any Subtotal Reports
view, create, edit, delete, or share any Report Snapshots
access any Legacy Reports
export data
use Just-in-Time Subscribing (JITSU) (although existing JITSU subscriptions will still be triggered upon a Full Refresh in Offline)
conduct Multi-Record Field Updates
conduct Multi-Record Reassign Ownership.
Subtotal Report Definitions - Indicates to what extent a User has access to Subtotal Report definitions.
Subtotal Report Snapshots - Indicates to what extent a User has access to Subtotal Report snapshots.
List Queries privilege - Indicates to what extent a User has List Queries privileges.
List Layouts privilege - Indicates to what extent a User has List Layouts privileges.
Cannot Delete Accounts and Contacts - Removes the User's ability to:
delete Accounts from the Account List page
delete Accounts from the View Account pop-up
delete Contacts from the Contacts mini-tab in the View Account pop-up
delete Contacts from the Contact List page
delete Contacts from the View Contact pop-up
Cannot Delete Deals - Removes the User's ability to:
delete Deals from the Deal List page
delete Deals from the View Deal pop-up
delete Deals from the View Account pop-up
delete Deals from the View Contact pop-up
undo Deal Steps in the View Deal pop-up
reopen Finished Deals in the View Deal pop-up
Cannot Delete Leads - Removes the User's ability to delete Leads from the Lead List page and from the View Lead pop-up. This applies to Working Leads and Rejected Leads (Converted Leads cannot be deleted by Users whether or not they have the Cannot Delete Leads designation).
Cannot Delete Document Library files - Removes the User's ability to delete Documents from the Documents table on the Document Library View page. This does not remove the User's ability to delete attached documents.
Cannot Delete Appointments and Tasks - Removes the User's ability to:
delete Appointments from the Calendar's Edit Appointment pop-up
delete Tasks from the Calendar's Edit Task pop-up
Read-Only - If you are an Application Administrator accessing another profile besides your own, you can designate or remove Read-Only status to one or more areas of the application. The Read-Only designation overrides any other access grants and privileges (any exceptions are noted). Access grants can come implicitly from the Company Position Chart (CPC) or explicitly from Position-To-Position (P2P) Access Grants or Teams. An Application Administrator cannot assign themselves Read-Only status. Only another Application Administrator can assign an Application Administrator with Read-Only status. Read-Only example: If the CTO has just given his one-week notice, the Application Administrator has the option of immediately changing the CTO's access in all areas of the application to Read-Only.
Accounts & Contacts Read-Only check box - If this check box is not selected the User has full access to their own Accounts and Contacts, as well as any other Accounts and Contacts they normally have access to in Account Management. A User cannot be granted Read-Only status to Accounts and Contacts if they currently have Import privileges. If this check box is selected:
the User has only View access to their Accounts and Contacts, and to any other Accounts and Contacts to which they normally have access
the User cannot add / create any new Accounts or Contacts
the User cannot edit any existing Accounts or Contacts
the User cannot delete any existing Accounts or Contacts
the User cannot reassign ownership of existing Accounts or Contacts
the User cannot extend access to their Accounts or Contacts to anyone else
the User cannot add new Accounts and Contacts through the Sync tool
the User cannot update or reassign Accounts and Contacts through a Multi-Record Field Update or Multi-Record Reassign Ownership action
the User cannot import any new Accounts and Contacts using the Import Wizard
the User cannot add, edit, or delete Accounts and Contacts in the Offline application, but can still view Accounts and Contacts in Offline
the User can subscribe to Accounts and Contacts for Offline (such records are Read-Only in the Offline application)
the User cannot add or edit Accounts and Contacts via the Wireless/IM application
the User cannot convert Leads
Accounts & Contacts Read-Only example 1 - If a User is given Read-Only status to Accounts & Contacts, that User cannot even create their own Accounts or Contacts.
Accounts & Contacts Read-Only example 2 - If the organization's CEO is an Application Administrator, and the Vice President of Marketing is also an Application Administrator, but the CEO does not want his/her own Accounts or Contacts to be editable to the VP of Marketing, the CEO can: a.) remove the VP's Application Administrator privileges, or b.) edit the VP's User profile to assign Read-Only status.
Deals Read-Only check box - If this check box is not selected the User has full access to their own Deals, as well as any other Deals they normally have access to in Account Management. A User cannot be granted Read-Only status to Deals if they currently have Import privileges. If this check box is selected:
the User has only View access to their Deals, and to any other Deals to which they normally have access
the User cannot add / create any new Deals
the User cannot edit any existing Deals
the User cannot delete any existing Deals
the User cannot reassign ownership of existing Deals
the User cannot extend access to their Deals to anyone else
the User cannot update or reassign Deals through a Multi-Record Field Update or Multi-Record Reassign Ownership action
the User cannot add, edit, or delete Deals in the Offline application, but can still view Deals in Offline
the User can subscribe to Deals for Offline (such records are Read-Only in the Offline application)
the User cannot add or edit Deals via the Wireless/IM application
the User can convert a Lead to create Account and Contact records, but not Deal records.
Leads Read-Only check box - If this check box is not selected the User has full access to their own Leads, as well as any other Leads they normally have access to in Account Management. A User cannot be granted Read-Only status to Leads if they currently have Lead Import privileges. If this check box is selected:
the User has only View access to their Leads, and to any other Leads to which they normally have access
the User cannot add / create any new Leads
the User cannot edit any existing Leads
the User cannot delete any existing Leads
the User cannot change ownership of existing Leads
the User cannot extend access to their Leads to anyone else
the User cannot update or reassign Leads through a Multi-Record Field Update
the User cannot import any new Leads using the Import Wizard
the User cannot convert Leads
Document Library Read-Only check box - If this check box is not selected the User has full access to their own documents, as well as any other documents they normally have access to in the Document Library. If this check box is selected:
the User has only View access to their own documents, and to any other documents to which they normally have access in the Document Library
the User cannot add / create any new documents
the User cannot edit any existing documents
the User cannot delete any existing documents
the User cannot reassign ownership of existing documents
the User cannot extend access to their documents to anyone else
Appointments & Tasks Read-Only check box - If this check box is not selected the User has full access to their own Appointments and Tasks, as well as any other Appointments and Tasks they normally have access to in the Calendar. If this check box is selected:
the User has only View access to their Appointments and Tasks, and to any other Appointments and Tasks to which they normally have access in the Calendar
the User cannot add / create any new Appointments or Tasks
the User cannot edit any existing Appointments or Tasks
the User cannot delete any existing Appointments or Tasks
the User cannot add new Appointments or Tasks via the Sync tool
the User cannot add, edit, and delete Appointments and Tasks in the Offline application, but can still view Appointments and Tasks in Offline.
Dashboards Read-Only check box - If this check box is not selected the User has full access to their own Dashboards, as well as any other Dashboards to which they normally have access. If this check box is selected (Dashboard Administrators cannot be designated as Read-Only to Dashboards):
the User has only View access to their Dashboards, and to any other Dashboards to which they normally have access
the User cannot add any new Dashboards or Dashboard Elements
the User cannot edit any existing Dashboards or Dashboard Elements
the User cannot delete any existing Dashboards or Dashboard Elements
the User cannot change the layout of Dashboards
the User can still drill down into Chart Dashboard Elements and refresh Dashboard Elements.
Email Notifications - Application Administrators cannot assign Privileges to themselves, with the exception of the Email Notifications check boxes, which are enabled for any Application Administrator with no Privilege Profile (said check boxes are Read-Only for any Application Administrator assigned a Privilege Profile).
Service & Operational Notifications check box: Allows the User to receive the following by email via the email address in their User Profile: downtime, training, and application upgrades.
Newsletters & Product Notifications check box: Allows the User to receive the following by email via the email address in their User Profile: newsletters, application usage tips, and product marketing information.
Privilege Profiles window - The hub for managing Privilege Profiles, this window allows an Application Administrator to view, add, edit, assign, and delete all Privilege Profiles, each of which consists of an entire set of privileges. This window is accessed by clicking the Privilege Profiles hyperlink in the Setup menu. The Privilege Profiles window includes the following elements:
[Add] button: Launches the Add / Edit Privilege Profile pop-up.
Assign hyperlink: Launches the Assign Privilege Profile pop-up.
Edit hyperlink: Launches the Add / Edit Privilege Profile pop-up. Will not be displayed for a Privilege Profile for which you belong.
Delete hyperlink: Will not be displayed for a Privilege Profile for which you belong. Deleting a Privilege Profile will not remove or change the privileges from the Users that are currently assigned the profile. It will just delete the profile and convert all Users that had been assigned the profile to having no Privilege Profile assigned.
"Last Modified By" column: Each User Name is hyperlinked to launch the User's User Profile in Read-Only format.
Add / Edit Privilege Profile pop-up - Add a new Privilege Profile or edit an existing Privilege Profile via the Privileges check boxes / drop-down menus. The Add / Edit Privilege Profile pop-up includes the following elements:
[Copy From] button: Only available if a.) you are adding a new Privilege Profile, and b.) if there are existing Privilege Profiles. This button allows you to copy the selections from an existing Privilege Profile.
Name: The name you give to the Privilege Profile has a 50 character limit.
[Save & Assign] button: Upon completion you have the option of assigning the Privilege Profile to Users by clicking this button, which saves the profile and launches the Assign Privilege Profile pop-up.
Assign Privilege Profile pop-up - Allows you to assign and unassign privileges to Users en masse. The Users selected (individually, or via Positions or Teams) are bound to the Privilege Profile, meaning that whenever changes are made to the Privilege Profile, said changes are immediately designated to all Users assigned to the Privilege Profile. For example, if you edit the Privilege Profile that is assigned to all Users in your Inside Sales group, remove the Wireless privilege, and then click [Save] or [Save & Assign], the change will automatically be assigned to all Users that are selected as part of the Privilege Profile.
Note In cases where a Position or Team is selected, the Users in the Position or Team at the time it is selected are the only Users affected by any edits to the Privilege Profile going forward, not any Users subsequently added to that Position or Team. If you add a User to the Position "Inside Sales", you must assign the Privilege Profile to that User. This is why whenever you click the Assign hyperlink (from the Privilege Profiles window), any previously selected Positions or Teams are no longer listed in the Assign To listbox, but the Users in those Positions at the time of the assignment are listed.
The Assign Privilege Profile pop-up includes the following elements:
[Remove] button: Allows you to unassign one or many Users from a Privilege Profile. Upon clicking [Assign], the Users that were removed will still retain the same privileges, but will no longer be part of a Privilege Profile, and thus their privileges can be edited individually, or as part of a different Privilege Profile.
Available listbox: Application Administrators cannot assign themselves to a Privilege Profile (but they can assign any other Application Administrators to a Privilege Profile). An Application Administrator's User Name will not even appear in this listbox when the "Users" radio button is selected.
Assign To listbox: Positions, Teams, and Users added to this listbox are prepended by "P" for Position, "T" for Team, and "U" for User.
Only Application Administrators can access the User Profile - Add window to add additional Users.
To add a User Profile:
Navigation bar > Setup icon > Setup menu > User Manager hyperlink > User Manager window > [Add] > User Profile Add window.
If you click [Add] and you have already added your maximum number of Users, the following message displays: "You have reached your maximum of X Users. Click here to add more licenses." You must add more licenses before continuing.
or
User Profile Edit window > "Save and Add Another User" radio button > [Save] > User Profile Add window.
If you click [Add] and you have already added your maximum number of Users, the message just referenced appears.
or
From the Company Profile View window OR from the Company Profile Edit window > Subscription Status table > Create More Users hyperlink > User Profile Add window.
If the Create More Users hyperlink is unavailable, this means that you have reached your maximum number of Users, and cannot add more without adding more licenses.
User Profile - Add window - Allows you to add new Users to the application, and includes the following elements / characteristics (any field in the User Profile - Add window marked with a red asterisk is mandatory and must be completed):
First Name / Last Name text boxes: The application will not let you add two Users with the exact same name. Click for more information in the Viewing User Profiles section of this Help topic.
User Login: Must be at least five characters (this minimum requirement cannot be adjusted). It is important for all Users to change their User Login periodically. User Logins should be lengthy and ideally contain a combination of letters, numbers, and symbols. The application will not let you create a User Login that is already being used by another User in your organization. Click for more information in the Viewing User Profiles section of this Help topic.
User Password: The text of the User Password will not be viewable as you type there will only be a series of asterisks. The User Password must adhere to all User Password rules (such as minimum length, case-sensitivity) set by you or another Application Administrator in the User Password Expiration window. Your User Password cannot be the same as your User Login. The application does not take case-sensitivity into account when comparing the User Password to the User Login. If your User Login is "JSmith", the application will not allow the User Password "jsmith". User Passwords within an organization do not have to be unique.
Confirm User Password: The confirmation text of the User Password will not be viewable as you type there will only be a series of asterisks. The User Password confirmation must exactly match the User Password.
Company Position: This is the Position in the Company Position Chart (CPC) that you want to assign the User. Positions are used to determine record access rights in the application. This is not necessarily the User's job title at your organization.
Time Zone: The Time Zone will initially default to the Company Time Zone when adding a new User, but that can be changed. Click for more information in the Viewing User Profiles section of this Help topic.
Country drop-down menu: The Country pull-down picklist defaults to the Company Country, as selected in the Company Profile. Country names will include the two-character ISO (International Organization for Standardization) country code (preceding the country name), such as US United States.
Locale: The Locale will initially default to the Company Locale when adding a new User, but it can be changed. User Locale does not determine which currency symbol is displayed in records or which currency is used for converted currency values. The User Locale only determines how the values in the currency fields are formatted. Click for more information in the Viewing User Profiles section of this Help topic.
User Currency (Multi-Currency organizations): The User Currency will initially default to the organization's Base Currency when adding a new User, but this can be changed. Click for more information in the Viewing User Profiles section of this Help topic.
Work Day Start Time / Work Day End Time drop-down menus: The Work Day Start and End Times initially default to the times established in your profile, but they can be changed. Click for more information in the Viewing User Profiles section of this Help topic.
External System User Data: A special Built-in Field available to Application Administrators only, useful for actions such as pulling a Users ID from another application via Web Services API integration, or for manually entering data unique to the User. 250 characters maximum. Available to all editions.
Privileges: Click to jump to the documentation for privileges in this Help topic.
Only Application Administrators can edit profiles of other Users in the User Profile - Edit window. Non-Application Administrators can only access this window to edit their own profile, although some fields and information boxes will still only be editable by an Application Administrator as described below.
To edit a User Profile:
User Profile View window > [Edit] > User Profile - Edit window.
OR
Navigation bar > Setup icon > Setup menu > User Manager hyperlink > User Manager window > edit hyperlink (to the left of the appropriate name in the Name column) > User Profile - Edit window.
User Profile - Edit window - Includes the following elements / characteristics (any field in the User Profile - Edit window marked with a red asterisk is mandatory and must be completed):
Change User Password pop-up: Enter your old User Password and then enter a new User Password. (If you are an Application Administrator changing another User's User Password, you will not have to input their old User Password.) The Change User Password pop-up displays any mandatory User Password rules that have been invoked by an Application Administrator in the User Password Expiration window (such as minimum password length, case-sensitivity). (Security Preferences for Express edition are handled automatically by the application.) User Passwords within an organization do not have to be unique. An email reminder is sent about your User Password change, so it's important to keep your User Profile's email field up-to-date. (If you receive an email notification that your User Password has changed, and neither you nor an Application Administrator has changed it, report this to an Application Administrator immediately.) Your User Password cannot be the same as your User Login. The application does not take case-sensitivity into account when comparing the User Password to the User Login. If your User Login is "JSmith", the application will not allow the User Password "jsmith". If you accessed the Change User Password pop-up from your User Profile, click [Save] when done to relaunch your profile. Areas of the application that are affected when you change your User Password:
the Online application: Use your new User Password the next time you log in.
Sync tool: Update the User Settings window in the Sync tool with your new User Password before you conduct a synchronization.
the Offline application: When logging in to the Offline application for the first time since changing your User Password, use whichever User Password you last used to log in to the Offline application. Once you are logged in to the Offline application, enter your new User Password to the Login pop-up, which you launch by clicking [Full Refresh], [Send Changes], or [Discard Changes & Refresh] in the Stats and Refresh window. After conducting a refresh (Full Refresh, Send Changes, or Discard Changes & Refresh), use your new User Password when logging in to the Offline application or when refreshing.
Email Plug-in: After installing the Email plug-in (for email integration with Outlook), update the Linked Email tab in Microsoft Outlook (Tools > Options > Linked Email tab) any time you change your User Password.
Wireless/IM: Use your new User Password the next time you log in to the application wirelessly via either mini-browser or instant messenger.
State/Prov (province) drop-down menu: This field is required. The top and bottom picklist item in the pull-down picklist is "-- Other --", which should be selected if it is the only appropriate picklist item.
Country drop-down menu: This picklist is alphabetized by country name. Click for more information in the Adding User Profiles section of this Help topic.
Privileges: Click to jump to the privileges documentation in this Help topic.
The ability to delete Users does not currently exist inside the application. If Application Administrators want to remove one or more Users yet still maintain the same number of licenses (seats), they should first make the Users Inactive, then edit the User Profiles of said Users to remove unwanted information, and then change each User's first and last name to something such as Available User1 or Open Seat1.
Note Making a User Inactive prevents them from logging in, but any Accounts, Contacts, Deals, and Leads that they owned are unaffected other than that the Owner of those records is now "Open Seat1" or whatever you changed the User's name to.
If Application Administrators want to remove one or more Users permanently, thereby decreasing the number of licenses (seats), they should contact technical support (via the technical support icon on the navigation bar).
Privilege Summary window - Accessed via the Setup menu by clicking the Privilege Summary hyperlink (available only to Application Administrators). The Privilege Summary table lists all Users application-wide and indicates whether they have been granted (via their User Profile) each privilege. Certain privileges offer different layers of access (Subtotal Report Definitions, Subtotal Report Snapshots, List Queries, List Layouts), thus in such cases the table will offer additional columns to reflect this. The table also indicates (where appropriate) if each User listed is Active or Inactive in the application. The Privilege drop-down menu displays all User privileges. The Privilege Summary window also includes the some of the following elements:
[Export] button: Launches a pop-up allowing you to export the displayed Privilege Summary table to Excel or to CSV. When attempting to export, if the following message is displayed: "To help protect your security, Internet Explorer blocked this site from downloading files to your workstation. Click here for options...", you can resolve this as follows: Just above this message, in the browser's toolbar, click "Tools" > "Internet Options" > Security tab > [Custom Level] > scroll down to "Automatic prompting for file downloads" > select the "Enable" radio button > [OK] > [Yes] > [OK] > [Apply] > [OK] > close the browser window > click [Export] to re-run the export.
Important You can always reset this browser security setting before running the export if you are concerned that such a change could inadvertently enable future undesirable or unsafe downloads.
[Print] button: Prints the displayed Privilege Summary table.
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