Edition
|
Enterprise
|
Professional
|
Free
|
Availability
|
25
|
15
|
NO
|
In Zoho CRM, profile function controls the permission to CRM modules, records, fields in a record, and various utilities, such as import, export, send email, mass update etc. Users associated to the profile can access the functions that are assigned to them.
Key Features
Profile controls the following functions:
- Module-level permission
- Sub module-level permission
- Field-level permission
Module Level Permissions
- Tab visibility
- View Records
- Create Records
- Edit Records
- Delete Records
Sub module-level permissions
- Manage Reports & Dashboards
- Import Records
- Export Records
- Mass Transfer
- Mass Delete
- Mass Update and more.
Field-level permissions
- Visibility of fields
- Restrict editing of fields (Read-only)
For more information about user defined profiles, refer: Zoho-CRM - User Profiles Matrix
In Zoho CRM - Profiles module, you can perform the following operations:
- Create/Modify the profile
- Manage module-level permissions
- Manage sub module-level permissions
- Manage field-level permissions of records
- Associate profile to the users
- Delete profiles
Creating Profiles
By default, Administrator and Standard profiles are provided for the convenience of new users. While creating a profile, first you have to associate the existing profile to the new profile and later you can change the modules and field-level access control.
|
Zoho CRM Edition
|
Default Profiles |
Additional Profiles
|
| Free Edition |
- Administrator
- Standard User
|
0
|
| Professional Edition |
- Administrator
- Standard User
- User-defined Profiles
|
15 |
| Enterprise Edition |
- Administrator
- Standard User
- User-defined Profiles
|
25 |
Steps in creating a new profile
- Module level access: Enable or disable the access to modules (tabs)
- Record-level access: Enable or disable permissions to View, Create, Edit, and Delete records
- Sub module-level access: Enable or disable permission to access sub-modules, such as Import, Export, Mass Mail, Mass Update, Mass Transfer etc, to the users associated to the profiles.
- Field-level access: Enable or disable permission to access the fields in a record. In addition you can restrict the access to edit the fields
To create profile
- Click on Setup > Admin Settings > Profiles.
- In the Profiles: page, click on New Profile.
- In the Create New Profile page, enter the profile name and select the existing profile from the profile Name and Existing Profile fields respectively.
- Click Save.
The new profile is first associated with the existing profile. Later you can modify the access control list for the new profile.
Controlling Module-level Access
After creating a profile, you must control the access to the modules (Leads, Accounts, Contacts, Potentials, Cases, Solutions, Products, Price Books, Tasks, Events, Forecasts, Vendors, Purchase Orders, Sales Orders, and Invoices), import/export, tools, report access, system administration, and general permissions to the profile. Users with System Administrator privilege can manage the module-level access control lists.
Module-level permissions:
- Tab Visibility: Permission to allow/disallow access to the modules (tabs)
- View: Permission to view the records in module
- Create: Permission to create the record in module
- Edit: Permission to modify the record in module
- Delete: Permission to delete the records in module
In the <Profile Name> form, you need to specify the profile-related information. The following table provides descriptions of the various standard fields in the form.
List of system-level access control functions
| Field Name |
Description |
| Data Level Permissions |
|
| Everyone can view/edit all users data |
To enable/disable users accessing other users records. |
| Admin only can view/edit all users’ data. Others can only view/edit their data alone. |
To specifically enable/disable users with Administrator role to access all the users’ records and standard users access their own records. If this option is selected standard users cannot access other users’ records. |
| Record-level Permissions |
Select the modules (Leads, Accounts, Contacts, Cases, and others) to be displayed in users work area. |
| Create |
To create records in a module. |
| Edit |
To modify records in a module. |
| Delete |
To delete records in a module. |
| Import Permissions |
|
| Import My Records |
To import records pertaining to the individual users. You can enable/disable import permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, Vendors, and Attachments. |
| Import My Organization Records |
To import records pertaining to the organization-wide users. You can enable/disable import permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, Vendors, and Attachments. |
| Export Permission |
To export records pertaining to the organization-wide users. You can enable/disable export permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, and Vendors. |
| Tool Permissions |
|
| Mass Transfer |
To transfer records in bulk from one user to another user. You can enable/disable mass transfer permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, and Vendors. |
| Mass Delete |
To delete records in bulk from the Zoho CRM system. You can enable/disable mass delete permission for the Leads, Accounts, Contacts, Potentials, Campaigns, Cases, Solutions, Products, Price Books, and Vendors. |
| Manage Reports & Dashboards Permissions |
|
| Manage Reports & Dashboards |
To create/modify/delete reports & dashboards and the folders for the reports. |
| Schedule Reports |
To schedule delivery of reports to the intended users. |
| Admin Permissions |
|
| Manage Users |
To manage users |
| Manage Profiles |
To manage profiles |
| Manage Roles |
To manage roles |
| Manage Groups |
To manage groups |
| Change Owner |
To change owner in each record view page. |
| Data Migration |
To import the complete data from external application. |
| View Users Information |
To view other users details. |
| Customize Zoho CRM |
To customize the pages, fields and others in various modules. |
| General Permissions |
|
| Mail Server Configuration |
To configure the mail server details. Mail server configuration is not available for On-demand Zoho CRM. It is available only in Packages product. |
| Export Users |
To export user details into CSV format. |
| Export Notes |
To export all the notes into CSV format. |
| Export Competitors |
To export all the competitors details into CSV format. |
| Import My Attachments |
To import user-specific attachments to the records. |
| Import My Organization Attachments |
To import organization-specific attachments to the records. |
| Convert and Merge Leads |
To enable convert and merge options in leads details page. |
| Mass Change Status Leads |
To change the status of the leads in bulk. |
| Approve Web Leads |
To approve the leads captured from Website using Web-to-lead form. |
| Web To Lead |
To create Web-to-lead form for publishing in your Website. |
| Manage Lead Assignment Rule |
To defile lead assignment rules. |
| Mass Email Leads |
To send mass emails to leads. |
| Mass Email Contacts |
To send mass emails to contacts. |
| Web To Case |
To create Web-to-case form for publishing in your Website. |
| Delete Activities |
To delete activities in bulk. |
| Manage Workflow |
To setup workflow process for your organization. |
| Manage Email Templates |
To setup mass email templates. |
| Field Level Access Permissions |
To setup field level access permission for the users. |
To control permissions
- Click the Setup > Admin Settings > Profiles.
- In the Profiles page, under the Profiles List section, click either on Edit to modify the modules list or the profile name to view the module-level access control list.
- In the Profile Details:<Profile Name> page, the module-level access permissions are displayed.
- Click the Edit button to modify the module-level access for the profile.
-
In the Profile Information page, specify the access permissions for the following:
- Module-level Permissions
- Record-level Permissions
- Import Permissions
- Export Permissions
- Tools Permissions
- Reports & Dashboards Permissions
- Admin Permissions
- General Permission
- Click Save.
Note: You cannot edit the default roles, such as "Administrator" and "Standard User". These are provided only for your reference. Hence, you are strongly recommended to define your own profiles based on the existing default profiles.
Managing Field-level Security
Refer to: Setting up Field-level Security
Associating Users with Profile
You can associate the profile with the users so that they can access CRM modules and fields that are assigned to them. Users with System Administrator privilege can associate profile with user.
To associate user with a profile
- Click the Setup > Admin Settings > Users.
- In the Users page, click on Edit for the specific <User Name>.
- In the User: <User Name> page, select the profile from the Profiles pick list.
- Click Save.
Deleting Profiles
For a better organization of your Zoho CRM account, you may delete some of the unwanted profiles after assigning the users to the other profile. Before deleting a particular profile, Users associated to that profile must be transfered to other existing profile. You can delete all the profiles except "System Administrator" and "Standard User" profiles.
To delete a profile
- Click on Setup > Admin Settings > Profiles.
- In the Profiles page, click on Del for the specific <Profile Name>.
- In the Delete Profile page, transfer the existing users to the new profile.
- Click on Transfer & Delete .
The profile will be permanently deleted.
Limitations
1. Field-level permissions are not enabled for the following modules hence they are out of the Security Management Scope:
- Reports
- Dashboards
- Calendar
2. If you have Import and Zoho Sheet View permissions, you can update all read-only fields in records.
3. Zoho Sheet View permission will override the Create, Update and Export permissions of module.
4. Manage Reports & dashboards permission will override the Export data permission.
Related Links
Users | Roles | Data Sharing Rules | Groups