CRM Help

Profile Permissions

Profiles in Zoho CRM help you define permissions for a set of users. For instance, the permissions required for a person from Sales team might differ from the permissions required by a person in the Marketing team. You can define the permissions for each profile as needed and specify the profile when adding a user.

Default Profiles

By default, two profile permissions are provided. You can only change the permissions for module and no other customization is possible. The two default profiles are :

  • Administrator Profile: This profile has access to all the features in the Zoho CRM account.
  • Standard Profile: This profile has limited access to the features in Zoho CRM account.

Profile Permission Required: Users with the Manage Profiles permission in profile can access this feature.

Create Profiles

    1. Click on Settings > Setup > Security Control > Profiles.
    2. Click on + New Profile.
    3. In the Create new profilepage:
      • Enter the name of the new profile
      • Click on the + New Profile button and choose the profile which should be cloned.
      • You can choose to give a small description of the profile if needed.

    4. Click on Create.

Clone Profiles

At times you may want to clone profiles to create similar ones and customize them as needed. To clone a profile, click on the more button next to the profile name and click on Clone.

Managing Profile Permissions

To make the process of managing profile permissions easier, the permissions have been grouped in such a way that you will have no problem in customizing them as needed. You can enable or disable permission in a single click rather than having to go through the hassle of disabling each checkbox. With instant saving you don't have to worry about losing your progress.

List of Permissions

The module permissions are grouped in the same way that they appear in the CRM and the Setup permissions are grouped similar to the Setup page, making it easier for you to find them., there are three main sections of permission that are available. With the ability to change the permission in one click, you can easily enable and disable them.

Module Permissions

Module Permissions lets you define which module the users associated to that particular profile will have access to. You can also specify what actions they can perform.

Basic permissions

These permissions are based on the modules. The permissions for actions can be changed by using the check box that is available in the drop-down next to the each module permission. Some of the common actions include.

      • View
      • Create
      • Edit
      • Delete
      • Share

Advanced permissions

Permissions like Import / Export, Send Email, Tool and other advanced permissions can be enabled only when their pre-requisite are enabled. For example, a user can send Mass Email only when Send Email permission has been enabled for that profile. This makes sure that users can't exceed their permissions.

Note:

  • If you had disabled an advanced, then disable the basic permission and then enable it, the advanced permissions won't enable it automatically. You will have to go enable them automatically.

Import / Export Permissions

PermissionDescriptionRequired PermissionSupported Modules
Import Own Records Import records owned by current user. Create Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, Price Books, Events and Custom Modules.
Import Organization Records
Import all records owned by the users in the organization. Create Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, Price Books and Custom Modules.
Export
Export records from each module. View Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Users, Vendors, Tasks, Price Books, Events, Quotes, Calls, Sales Orderss, Notes, Purchase Orderss, Competitors, Invoices, Forecasts and Custom Modules.

Send Email Permissions

PermissionDescriptionRequired PermissionSupported Modules
Send Email
Modules from which you can send email. View Leads, Contacts, Quotes, Sales Orders, Invoices, Purchase Orderss, Deals and Custom Modules.
Mass Email Modules from which you can send mass email. Send Email Leads, Contacts, Deals and Custom Modules.
Delete Email
To delete emails from the related lists in the record's detail page. Send Email Leads, Contacts, Quotes, Sales Orders, Invoices, Purchase Orderss, Deals and Custom Modules.

Tool Permissions

PermissionDescriptionRequired PermissionSupported Modules
Mass Update
Update several records at once. Edit Leads, Accounts, Contacts, Deals, Activities, Products, Campaigns, Cases, Solutions, Vendors, Price Books, Quotes, Sales Orderss, Purchase Orderss and Invoices.
Mass Delete
Delete several records at once.
Delete
Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors and Price Books.
Change Owner
Change the owner of a record. View Leads, Contacts, Accounts, Deals, Campaigns, Activities, Quotes, Sales Orders, Invoices, Products, Vendors, Price Book, Purchase Orders, Solutions, Cases and Custom Modules
Mass Transfer
Transfer records from one user to another based on a criteria. Change Owner Leads, Accounts, Contacts, Deals, Products, Campaigns, Cases, Solutions, Vendors, and Price Books.
Convert
Convert a record form one module to another. For example, converting a Lead to Contact. View Leads, Quotes and Sales Orders (Inventory is split up in to Quotes, Sales Orders).
Mass Convert Convert multiple records form one module to another. For example, converting multiple Leads to Contacts. Convert Leads, Quotes and Sales Orders (Inventory is split up in to Quotes, Sales Orders).

Other Permissions

PermissionDescriptionRequired PermissionSupported Modules

Print View

View all List view records in a module in the printable mode. View Leads, Contacts, Accounts, Deals, Campaigns, Activities, Quotes, Sales Orders, Invoices, Products, Vendors,  Price Book, Purchase Orders, Solutions, Cases and Custom Modules

Sheet View

View, add and update records from the module using Spreadsheet.
Create and Edit
Leads, Contacts, Accounts, Deals, Campaigns, Vendors, Solutions, Cases, Products, Price Books and Custom Modules
Find and Merge Find and merge the duplicate records.
Edit
Leads, Accounts, Contacts and Vendors.

Manage Custom List View

Create custom list views. View All Modules.

Setup Permissions

Setup permissions can be used for defining the configuration of different features in Zoho CRM. These permissions let you decide if the user associated with this profile can manage Template, Automation, Webform and Data Administration. Since Setup permission is not something that is generally given to all users, you have the option of disabling all of the Setup permissions at one go.

Admin Level Permissions

PermissionsDescription
User Management Permission to manage users, roles, profiles, groups and data sharing.
Modules Customization Customize Modules, Tab Groups, Web Tabs, Fields & Links, Layouts, Related Lists, and Business Card View

Note:

  • Only users with Administrator Profile can customize Company Details, Fiscal Year, Business Hours, Territory Management, De-duplicate, CRM Variables, Copy Customization, Organization Email and Currency.

Email & Templates

PermissionsDescription
Email & Chat Settings
Manage BCC Dropbox, Mail Integration and Zoho Chat bar.
Manage Templates
Manage Email, Inventory and Mail Merge templates.

Automation

PermissionsDescriptionSupported Modules
Manage Workflow
Create workflow rules and associate workflow alerts, tasks, field updates, web hooks, custom functions and manage approval process with them. All Modules.
Case Escalation Rules Configure an case escalation rule with which the case can be escalated to other members in the organizational hierarchy. Cases.
Assignment Rules
Create assignment rules to automatically assign the ownership of the records that are imported or generated from web forms. Leads, Contacts, Cases and Custom Modules.

Webform

PermissionsDescriptionSupported Modules
Manage Webform
Design and publish web forms in order to collect customer / visitor data. Leads, Contacts, Cases and Custom Modules.
Approval Specify the rule criteria, the approval authority and also actions that need to be carried out on approval or rejection. Leads, Contacts, Cases and Custom Modules.
Unsubscribtion Form
Embed the Un-Subcription Form on your website, or paste as a link in email templates to provide the customer with an option to stop receiving email from your organization. NA

Data Administration

PermissionsDescription

Migrate data from other CRM

Enable the ability to migrate data from other CRM.
Import History View the import history of modules.
View Storage Details View the storage details of the account.

Extension Permissions

This section lets you define permissions for Extension, CRM API and Social Settings. These permissions deal with the communication of Zoho CRM with third party integrations.

Zoho

PermissionsDescription
Visits
Track visitors on the website.
Support Monitor support tickets from within CRM.
Phone Bridge Mange incoming and outgoing calls from within CRM.
Meeting Host meetings and screen sharing sessions with customers.
Projects Create, collaborate and collage the project activities inside CRM.
Books  Manage your invoices, bills, banking and inventory inside CRM.
Invoice Create and manage Invoices inside CRM.
Expense Automate expense recording from receipts and credit cards inside CRM.
Subscription Manage recurring billing and payments efficiently inside CRM.

Google

PermissionsDescription
Sync with Google Contact To synchronize contacts between Google contact and Zoho CRM.

Sync with Google Calendar

To synchronize Google and Zoho CRM calendars.

Google Adwords

Track your Google AdWords investments inside CRM.

Others

PermissionsDescription
Plug-in for Microsoft-Outlook Enable Plug-in for interaction with Microsoft-Outlook.

Plug-in for Microsoft-Word

Enable Plug-in for interaction with Microsoft-Word for creating Mail Merge template.
CRM Mobile Apps Access Enable this for allowing the user to access CRM through mobile app.

CRM API

PermissionsDescription

CRM API

Access the Zoho CRM API for integrating CRM modules with third-party applications such as accounting, ERP, e-commerce, self-service portals and others

Social

PermissionsDescription
Social Admin
Enable the user associated with this profile to have social administrator access.
Social Tab
Enable the social tab for the user.
Add Social Profiles in record This needs to be enabled for the user to integrate their social accounts in CRM.

Delete Profile

You may want to delete profiles that are not in use.

      1. Click on the more button that appears when you hover the mouse over the profile you wish to delete.
      2. Click on delete.
      3. In the confirmation page click delete again.
Note
    • When you want to delete a profile that is associated to a user, you will be prompted to transfer the user to another profile before deleting them.
    • To know which users are associated with the profile, click on the more button in the Profile View page and select View Users.

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