Privileges

You might have seen in the articles related to other modules that you have the facility to assign various privileges to users, based on their level of authority. You can also assign privileges to specific roles in the organization, so that people who are assigned those roles will have those privileges. However, you also have a separate panel dedicated to manage the privileges alone.

 

What are Privileges?

Privileges refer to the authority of a user to perform actions in modules, objects, and fields. The admin has all the privileges in the platform and can assign and modify the privileges of any team member in the organization. The admin can also choose to add any other team member as admin, so they will also have the same privileges. Employees at different levels can have different privileges.

The three types of privileges that you can assign to users are:

• Module Privileges: It refers to the privileges a user enjoys on the modules in the platform. Users can access, view, or modify the modules based on the privileges assigned to them.
• Field Privileges: This refers to the authority a user has in accessing, viewing, and modifying the fields in each module inside the platform.
• User Privileges: User privileges refer to the privileges on add-ons and other services that can be assigned to individual users. A user can be assigned multiple roles by the admin, in order to give them privileges pertaining to various roles.

 

Purpose of Assigning Privileges

Assigning privileges to users on modules, fields, and on the basis of users serves several important purposes:

Access Control

It provides control over who can access, view, and modify specific modules, fields, and features. This ensures that sensitive information is protected, as the admin has complete control over the accessibility of all users.

Role-Based Permissions

Since the privileges panel provides the flexibility to assign privileges to specific roles, organizations can decide and manage access rights for different job functions at different levels of hierarchies.

Data Security

The privileges function also enhances data security by preventing unauthorized changes or data breaches. It helps limit all users’ access to certain data or other functionalities that should remain confidential.

Compliance

Ascertain your organization’s regulatory requirements are met by ensuring only authorized personnel can access certain types of information. The privileges function helps you meet these standards.

Workflow Management

Streamline your workflows by giving users access to only the services and information they need to perform their specific job functions.

 

Assigning Privileges

Let’s take a closer look at how to assign different levels of privileges to the users:

Click ‘Sales Setup’ in the main menu on the left side of the workspace. From the subsequent menu section that appears on the top, click ‘Privileges’.

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In the table that is displayed under the ‘Privileges’ panel, you will see the roles and their descriptions added by you. If you haven’t added any roles yet, check the ‘Add Role’ section in this article to know how to add roles.

Module Privileges

Step 1: Click on the ellipsis icon (…) in the ‘Actions’ column against the role for which you want to assign privileges. From the drop-down, select ‘Module Privileges’.

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Step 2: In the side panel, select the module/modules for which the user needs privileges by clicking the check box to the right.

Step 3: Upon selecting the module, click the drop-down arrow to view the objects in the module. You can choose the objects inside the module that should be accessed by the user by clicking the checkboxes. For example, in the image below, there are three objects (Lead Management, Deal Management, and Contact Management) under the module ‘Sales’. You can select the required objects.

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Step 4: Click the drop-down near an object to view the fields in it. The panel expands to display all the fields you have created under an object. Click on the checkboxes near each field, if you want to allow privileges on those fields to the user.

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Step 5: Click the ‘Submit’ button after selecting all the modules and fields.

Field Privileges

To assign field privileges to a user, follow these steps:

Step 1: Click ‘Sales Setup’ in the main menu on the left side of the workspace. From the subsequent menu section that appears on the top, click ‘Privileges’.

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Step 2: In the table that is displayed under the ‘Privileges’ panel, you will see the roles and their descriptions added by you. Click on the ellipsis icon (…) in the ‘Actions’ column against the role for which you want to assign privileges. From the drop-down, select ‘Field Privileges’.

Step 3: In the side panel, you will see all the field types (Custom Fields, System Fields, Application Fields, User Fields, Formula Fields). Open the field type you want to assign privileges by clicking the drop-down near the field type name.

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Step 4: Select all the fields for which the user needs privileges by clicking the checkboxes near them. For example, in the below image, you can see multiple fields added under ‘Custom Fields’. You can choose any fields under that by enabling the checkbox. You can also select fields from different field types.

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Step 5: After selecting all the fields, click the ‘Submit’ button to save your work.

User Privileges

To assign user privileges to a user, follow these steps:

Step 1: Click on the ellipsis icon (…) in the ‘Actions’ column against the role for which you want to assign privileges. From the drop-down, select ‘User Privileges’.

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A panel opens with the list of all users you have added from your organization. You will also see details like email ID, phone number, created date and time, modified date and time, and user status. On the left side of the panel, you will see the list of add-ons and other services you have subscribed for.

Step 2: From the left side of the panel, select the service you want to assign user privileges for. Then select the users who should have access to those services by clicking the checkboxes against the users’ names.

Step 3: Click ‘Submit’ to save the user privileges.

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Assigning Roles

To assign roles to a user, follow these steps:

Step 1: Click on the ellipsis icon (…) in the ‘Actions’ column against the role for which you want to assign privileges. From the drop-down, select ‘Assign Roles’.

Step 2: Click on the checkbox against the the name of the user to whom you want to assign roles to.

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Adding Roles

You can add any roles in your organization in the Office24by7 platform, so that these users can be assigned to these roles. One of the major benefits of adding roles is that you can easily assign privileges to these roles, and the users who are assigned these roles will be entitled to access these privileges only.

Let’s examine how to add roles in the platform:

Step 1: In the ‘Privileges’ panel, click the ‘Role List’ drop-down on the top-right corner.

Step 2: From the subsequent drop-down, select ‘Add Role’. This will open the add role side panel.

Step 3: Provide a name for the new role in the ‘Role Name’ field. You can also give a description of the role in the ‘Description’ field.

Step 4: Click ‘Submit’ to add the role to your organization’s role list.

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