CRM Help

Creating Profile

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. The table below provides information on the default profiles and the additional profiles for the different Editions.

Note

  • You can create profiles in the paid editions, only if you have more than one user in your Zoho CRM account.
  • In the Free Edition, only Administrator profile is available. You cannot clone profiles to create new ones.

Cloning a Profile

A profile has the following categories of permissions:

  • Module level: Enable or disable the access to modules (tabs).
  • Record-level: Enable or disable permissions to View, Create, Edit, and Delete records.
  • Feature-level: Enable or disable permission to access features, such as Import, Export, Mass Mail, Mass Update, Mass Transfer etc, to the users associated to the profiles.
  • Field-level: Enable or disable permission to access the fields in a record. In addition you can restrict the access to edit the fields.

To create a new profile

  1. Click Setup > Users & Permissions > Profiles.
  2. In the Profiles page, click Create Profile.
  3. In the New Profile page, do the following:
    • Enter the Profile Name.

    • Select an existing profile from the Clone Profile fields.
      The new profile will be cloned. Later you can modify the access control for the new profile.
    • Enter the Profile Description.
  4. Click Save. Once you have cloned the profile, you can make the changes to the various permissions.

Note

  • You can create profiles in the paid editions, only if you have more than one user in your Zoho CRM account.

Controlling Different Permissions

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, Invoices and also Notes and Attachments), import/export, tools, report access, system administration, and general permissions for the profile. Users with System Administrator privileges can manage these permissions.

General permissions:

  • Tab Visibility: Permission to allow or restrict 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

List of Permissions

Sections Description
Module-level Permissions To enable/disable the following permissions to the various modules (Leads, Accounts, Contacts, Cases, and others) and the records in them.
  • Tab Visible
  • View
  • Create
  • Edit
  • Delete
Tab Group Permissions To provide access to the tab groups. Users will be able to access the tabs within the tab groups based on the Module-level Permissions.
Reports & Dashboards Permissions Permissions to manage the reports and dashboards in Zoho CRM and also to schedule reports.
Import Permissions Various permissions required to import records from each module that are owned by you and organization-wide users.
Export Permission Various permissions required to export records from each module.
Tool Permissions Permissions required to use various features under Module Tools such as the Mass Transfer, Mass Delete, Mass Email, Change Owner etc.
Admin Permissions Permissions to access the features such as Roles, Profiles, Users, Groups, Zoho CRM Customization etc.
Apps Permissions

Permissions to access the various integrations in Zoho CRM such as, Zoho Mail Integration, Plug-in for Microsoft Outlook, Mobile Edition, Social Integration, etc. Permission for the following features will be available under Profiles, only in the New Pricing Editions.

  • Zoho Mail Integration
  • Mobile Edition
  • Zoho Support Integration
  • Zoho PhoneBridge
  • Integration with Microsoft Outlook
  • Integration with Microsoft Office
General Permissions Other general permissions to access the variety of featured in Zoho CRM, such as Convert Leads, Manage Subscription, Manage Workflow, Manage Custom Views, etc.

 

To control permissions

  1. Click Setup > Users & Permissions > Profiles.
  2. In the Profiles page, click the Edit link corresponding to the profile that you want to modify.
  3. In the Profile Information page, specify the access permissions for the following:
    • Module-level Permissions
    • Tab Group Permissions
    • Reports & Dashboards Permissions
    • Import Permissions
    • Export Permissions
    • Tool Permissions
    • Admin Permissions
    • Apps Permissions
    • General Permission
  4. Click Save.

Note

  • You cannot edit the default profiles, Administrator and Standard. These are provided only for your reference.
    It is strongly recommended to define your own profiles based on the existing default profiles.

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 privileges can associate a profile with users.

To associate users with a profile

  1. Click Setup > Users & Permissions > Users.
  2. In the Users page, click the <User Name>.
  3. In the User Details page, click Edit.
  4. In the User Details page, select the Profile from the pick list.
  5. Click Save.

Deleting Profiles

When organizing your Zoho CRM account, you may delete some of the unwanted profiles after assigning the users to the other profiles. Before deleting a particular profile, Users associated to that profile must be transferred to other existing profiles. You can delete all the profiles except "System Administrator" and "Standard User" profiles.

To delete a profile

  1. Click Setup > Users & Permissions > Profiles.
  2. In the Profiles page, click the Del link for the specific profile.
  3. In the Delete Profile page, transfer the existing users to the new profile.

  4. Click Transfer & Delete.
    The profile will be permanently deleted.

Limitations

  1. Field-level permissions are not enabled for the following modules so 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 the module.
  4. Manage Reports & dashboards permission will override the Export data permission.

FAQ

1. What will be the roles and profiles of the users that I import?

2. What is the difference between Role and Profile?

3. How can I restrict permissions for users with Standard profile?

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