Articles in this section
Authenticate Emails with SPF and DKIM Auto-forwarding your emails to Vtiger Automate Outgoing Emails in Email Settings Automation - Approvals Automation - Assignment Rules Automation - Multi-path Workflows Automation - Scheduled Workflows Automation - Scheduler Automation - Standard Workflows Automation - Webforms Automation - Workflow Action - Create Event Automation - Workflow Action - Create Records Automation - Workflow Action - Create Task Automation - Workflow Action - Invoke Custom Function Automation - Workflow Action - SMS Task Automation - Workflow Action - Send Mail Automation - Workflow Action - Update Fields Automation - Workflow Action - Webhook Automation - Workflows - Vtiger Expressions Configuration - Business Hours Configuration - Company Details Configuration - Consents Configuration - Customer Portal Configuration - Maps Configuration - Usage Details Configure Encrypted data fields in Vtiger CRM Configure Picklist Dependencies Considerations for Deactivating Vtiger Users Control Fields and Record Displays using Configuration Editor Create Reminders for Records and Inbox Create a field of a Grid type Customize your self-service portal theme using CSS styles Dealing with Currencies and Taxes Enable Desktop Notifications on Chrome Web Browsers Extensions - Extension Store IMAP Configuration - 2-way sync between Vtiger and IMAP providers Inventory - Payments and Subscriptions Inventory - Tax Management Inventory - Terms and Conditions Login to Vtiger on SSO SAML using ADFS Mailroom Functionality in Different Scenarios Manage Global Picklists Manage Multiple Currencies Marketing & Sales - Forecast and Quota Settings Marketing & Sales - Pipelines and Stages Marketing and Sales - Deal to Project Mapping Marketing and Sales - Lead Conversion Data Mapping Marketing and Sales - Profile Scoring Module Management - Labels Editor Module Management - Module Numbering My Preferences My Preferences - Calendar Settings My Preferences - My Tags My Preferences - Notification Preferences SAML Support in Vtiger CRM Set up Mailroom Settings - Configure Module Settings Settings - Create Dynamic Fields and Layouts Module Management - Creating a Relationship Between Modules Settings - Customize Records and Fields for your Business Settings - How to set email autoresponder to Webform submission? Settings - Left Menu Settings - Manage Global Picklists in Vtiger Settings - Set up your Support Team Settings - Start Up Page Settings - Working with Picklist Values Module Management - Module Builder Support - SLA Policies Troubleshooting Login Issues Unsubscribe your Email User Management - Authentication User Management - Encrypted Field Access Logs User Management - Groups User Management - Login History User Management - Profiles User Management - Settings Log User Management - Sharing Rules User Management - Users User Management - Vtiger Support Access Vtiger Buzz - Chrome Extension for Notifications Vtiger Implementation wizard Websense - Trackers Websense - Widgets Working with Picklist field values Configuring Dependent Fields and Blocks for Modules Duplicate Prevention in Modules Module Management - Modules Module Management - Module Layouts & Fields Configuration - Storage Guard

User Management - Roles

You can mimic the organization-wide Role hierarchy in Vtiger CRM with the help of Roles.
S
Sabqat Ruba
9 Mar, 2021 - Updated 2 months ago

 Introduction

 A role defines the part that a user plays in an organization’s hierarchy. You can mimic your organization-wide role hierarchy in Vtiger CRM with the help of Roles.

 

Before getting into the details of creating and managing roles, let us learn about the relationship of roles with users and profiles.

 

Every user has a role. A role can have a profile assigned to it. If a profile has certain permission, then users who belong to the profile have that permission. For example, if a profile is given permission to edit or delete records, then the users of the profile can edit or delete records. On the contrary, you can also assign privileges directly to a role

To learn more about Users, click here.

To learn more about Profiles, click here.


Default roles

Let’s take an example of Grasspods as a company. Vtiger CRM provides the following role hierarchy for a company by default:

 

 To learn how to set up the name of your company and other details, click here.

 

Did you notice?

You can click this () icon to view the roles in the form of a list in the List View. You cannot create roles from the List View.  

 

Feature Availability and Limits


 

Sales/Help Desk

Starter

Sales/Help Desk Professional

Sales/Help Desk Enterprise

All-in-One Professional

All-in-One Enterprise

Roles

License Types

Standard

Single App User

-

-

-

Light Agent

-

-

Limits on Roles

Maximum number of roles

5

25

250

25

250

 

Note

  • There should be a minimum of five Standard users to add Light Agent or Single App users. 
  • The maximum number of roles in Help Desk Starter and Help Desk Professional are 5 and 25 respectively. 

   

Important Fields in Roles

 
      

Field name

Description

Role Name

Mandatory Field

The name of the role.

Reports To

Users with the role specified in Role Name report to users with the role specified in the Reports To field.

Can Assign Records To

Users with the role specified in Role Name can assign records to other users according to the option chosen in this field. 

Skip to this section to learn more about this field.

Privileges

Users with the role specified in Role Name have the privileges that are set in this field. 

Skip to this section to learn more about this field.

License Type

The type of license for the role:

  • Standard
  • Single App User
  • Light Agent

Skip to this section to learn more about this field.

Creating a User Role

You can create a user role under any role listed in the hierarchy. 

 

Follow these steps to create a role:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings.
  4. Look for the User Management section.
  5. Select Roles.
  6. Hover over a role and click the + icon located on the right side to create a subordinate role under it.
  7. Enter the details such as role name, record assignment, module/field-level privileges, etc.
  8. Click Save.


Creating a role hierarchy 

If the hierarchy of your organization is not set up as per the CRM’s default hierarchy, you can recreate it. For this, you must delete the existing roles. However, you cannot delete the first role in the hierarchy. 

 

Skip to this section to learn how to delete a role.

 

Drag and drop a role to move it in the hierarchy. For example, if you drag and drop Sales Manager on CEO, then Sales Manager becomes a subordinate role of CEO.

If Sales Manager has subordinate roles, then the entire hierarchy of Sales Manager is moved under CEO.
 

Setting Privileges to a Role to Assign Records

You can set up privileges for a role to assign records to other users. For example, a user with the role of VP of Sales can be given permission to assign records to all the CRM users or groups. 

 

You can set up permissions while creating or editing a role. You have the following options:

  • For users:
    • All Users - Can assign records to all the CRM users
    • Users having Same Role or Same Hierarchy or Subordinate Role - Can assign records having the same role, users in the role hierarchy, or users who have subordinate roles
    • Users having Subordinate Role - Can assign records to users who have subordinate roles
  • For groups
  • All groups - Can assign records to all groups in the CRM
  • All Groups that user is part of - Can assign records to all the groups that the user belongs to
  • Selected Groups - Can assign records to select groups (You need to select groups in this case.)
  • Cannot assign to any group - Cannot assign records to any group
 

Follow these steps to set the privileges for a role to assign records:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen
  3. Click Settings 
  4. Look for the User Management section
  5. Select Roles
    • You will land on the Roles page
  6. Click on a role in the hierarchy to edit it
  7. Go to the Can Assign Records To field
  8. Select one of the following options for users:
    • All Users
    • Users having Same Role or Same Hierarchy or Subordinate Role
    • Users having Subordinate Role
  9. Select one of the following options for groups:
    • All groups
    • All Groups that user is part of
    • Selected Groups
    • Cannot assign to any group
  10. Click Save

Assigning Other Privileges to a Role

Privileges such as editing a record, deleting a record, viewing personal fields, etc. can be set at the profile level or role level. 

Follow these steps to assign privileges to a role:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings.
  4. Look for the User Management section.
  5. Select Roles.
    • You will land on the Roles page.
  6. Click on a role in the hierarchy to edit it.
  7. Go to the Privileges field. 
  8. Select one of the following options:
    • Assign privileges directly to Role -This option lets you assign privileges to the role you are creating. When you select this option, the Copy privileges from and Edit privileges of this profile sections appear. 
      1. Select a profile in the Copy privileges from dropdown. The privileges from the profile that you select are shown in the Edit privileges of the profile section.
      2. Choose an app (Inventory, Sales, etc.) from the Edit privileges of the profile section and click the downward arrow on it.
      3. Choose a module. Enable or disable the checkbox for View, Create, Edit, or Delete to provide or revoke the respective permissions for the module.
      4. Click the downward arrow on a module. All the fields in the module are shown in the Fields section.
      5. Move the toggle button beside a field to the left to make it invisible, center to make it read-only, or right to make it writable.
        • Note: You cannot change permissions for mandatory fields.
      6. Scroll down to the Tools section. Enable the checkbox to provide access to a tool. Disable it otherwise.
      7. Click Save.
    • Assign privileges from existing profiles -This option lets you select profiles from which you want to copy the privileges to the role. When you select this option, the Assign Profiles section appears.
      1. Click inside the text area in the Assign Profiles section. All the profiles set up in the CRM are shown.
      2. Select the profile whose privileges you want to copy. 
  • Note: You can select multiple profiles here. 
  1. Click Save.
 

Note: Between profile and role permissions, role permissions are given priority. For example, if a user’s profile provides them Write permission but their role does not, then the user does not have Write permission.

Deleting a Role

Similar to how an employee transfers their responsibilities to another employee when leaving a company, you must transfer ownership of records to another role when you are deleting one.

 

Follow these steps to delete a role:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings.
  4. Look for the User Management section.
  5. Select Roles.
    • You will land on the Roles page.
  6. Hover on a role in the hierarchy.
  7. Click the Delete icon.
  8. Select another role to transfer ownership of the role being deleted.
  1. Click the Search icon under Transfer ownership to other role.
  2. Click the + icon on the left side of a role to view its subordinate roles.
  3. Select a role by clicking on it.
  4. Click Save.
 

Note

  • If a deleted role was used in the Inbox, lists, or reports, they are not transferred to the new role.
  • A Light Agent role can be transferred only to another Light Agent role. A Single App role can be transferred only to another Single App role.

Understanding Different License Types

License types determine how much access to the CRM users must get. It classifies users as Standard, Single App, and Light Agent. Each user type provides a different level of access. 

 
  • Standard: This gives users access to all the modules. You can control access through profiles.
  • Single App User: This gives users complete access to one of the five apps – Marketing, Sales, Help Desk, Projects, Inventory, and read-only access to records in other apps.
  • Light Agent: This gives users complete access to Organizations, Contacts, Comments, and Calendar, and view and create access to Cases and Internal tickets.

Assigning license type to a role

Follow these steps assign the license type to a role:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings.
  4. Look for the User Management section.
  5. Select Roles.
  6. Click on a role to edit it.
  7. Select Assign Privileges Directly to Role from Privileges.
  8. Select the license type from the License Type field. 
  9. Click Save.
 

Handy hint: You can identify users with different roles by the following icons:

  • - Standard User
  • - Single App User
  • - Light Agent User

Dependency of roles on license types

Users of type Light Agent or Single App can have a role with license type Light Agent or Single App User only.

 

For instance, you create a role, say Sales Specialist, with License Type = Light Agent. When you add a user of type Light Agent, you can only assign the Sales Specialist role to them. Same is the case with Single App User license type. 

 
 

Handy information:

  1. When changing the edition from One Professional to Sales Enterprise, you are prompted to remove Single App Users (if you have any) from the One Professional edition. This is because the Sales Enterprise edition does not support Single App Users.
  2. When adding new users, Light Agent and Single App user types are enabled only if you have five or more Standard users.
  3. When changing a Standard user to Single App/Light Agent when there are less than five Admin users, Vtiger shows a warning message.
  4. Single App users cannot be imported in the Sales Enterprise edition.

Restrictions During Role Changes

  • When transferring ownership: You can select only Standard or Admin users when you transfer ownership of related records from a contact or organization record.
  • When deleting a role: Only roles of the same type can be selected to transfer users when you are deleting a role. For example, when you try to delete a Standard role, you can transfer its ownership only to another Standard role.
  • When transferring ownership during user suspension: When suspending a user, you can transfer ownership of records to another user of higher level or the same level.
  • When assigning Profile Privileges: When you select 'Assigning privileges from existing profiles’, you can only choose the Standard role type. You cannot copy privileges from other profiles for Single App and Light Agent roles.
 

Tip: When converting a lead, you can assign separate users to contact, organization, and deal records.

Assigning a Role to a User

You can assign a role to every CRM user. When you assign a role to a user, they get all the privileges that the role has. 

 

Follow these steps to assign a role to a user:

  1. Log in to your CRM account.
  2. Click the User Menu on the top right corner of the CRM screen.
  3. Click Settings.
  4. Look for the User Management section.
  5. Select Users.
    1. You will land on the Users page.
  6. Click on a user record to assign a role.
  7. Click the Edit icon on the top right.
  8. Look for the Role field and select a role from the drop-down.
  9. Click Save.
 

To learn more about Users in Vtiger CRM, click here.

 
 

Tip: A role can be assigned to multiple users.

Related articles
Inventory - Tax Management
Home Privacy Policy Terms of Service Security Center Policy & Legal Center
© Copyright 2021 Vtiger. All rights reserved.
Powered by Vtiger
Facebook Twitter Linkedin Youtube