In this post, we will explore the various aspects of user management within the DataEngine. As an administrator, you have control over user account creation and editing, role definition, and the configuration of security groups and settings.
Creating and Editing Users
As an administrator in the DataEngine, you have the ability to create and edit user profiles. This function allows you to efficiently manage user accounts. Detailed instructions on creating and editing users can be found in the User Settings documentation.
Roles play a crucial role in determining user access to various modules. You can define different roles for users that determine their actions, such as access, delete, edit, export, import, view, mass update, and list within the modules. Roles provide fine-grained control over user permissions.
Security groups provide a powerful way to control access to sensitive data within the DataEngine. You can configure them to meet your specific needs. Here’s a brief overview:
- Create Groups: Set up a group for each team of users and add the appropriate users to these groups.
- Create Roles: Define access levels within roles and assign these roles to groups.
- Assign Groups to Records: Use the mass assignment feature in the list view to assign groups to records. In the future, groups inherit access based on your security settings.
As a DataEngine system administrator, you can configure advanced options to allow comprehensive control over access rights, data inheritance, filters, and more. Here are some key settings:
- Additive Rights: Users get the highest rights from all their roles or groups.
- Strict Rights: If users are members of multiple groups, only the rights from the group assigned to the current record are used.
- New User Group Popup: A popup allows adding new users to security groups during user creation.
- User Role Precedence: Roles directly assigned to users take precedence over group roles.
- Filter User List: Non-admin users can only assign records to users in the same groups.
- Use Creator Group Select: Users can select groups to associate with newly created records, overriding normal inheritance rules.
- Inherit from Created By User: Records inherit all the groups assigned to the user who created them.
- Inherit from Assigned To User: Records inherit the groups of the user they are assigned to.
- Other groups assigned to the record will NOT be removed.
- Inherit from Parent Record: For example, a case created for a contact inherits the groups associated with the contact.
- Inbound email account: Restricts inbound email accounts in the email client to only those belonging to the same group as the current user.
- Default Groups for New Records: Sets groups that are always assigned to module records when they are created.
Imagine there are two sales teams, East and West, and an owner. Here’s how it would be set up:
- Create groups for East Sales and West Sales.
- Assign team members to their respective groups.
- Set up roles (e.g., Everything, Group Only, Owner Only) and assign them accordingly.
- Assign groups to records using the mass assignment feature in the list view.
This configuration ensures that the owner can see everything, team leaders can view records of their teams, and sales reps can only access their own records.