Defining Rights at the Info Area level

Learn how to define rights at the info area level.

You can deny access to single or all info areas as follows:

  • Deny Access: This info area and any child info areas are not visible to the user.
  • Deny New: The info area is displayed, but the user is unable to add any records.
  • Deny Update: The info area is displayed, but the user is unable to edit existing records.
  • Deny Deletion: The user may not delete records from this info area.
Note: If access to a particular info area has been denied to a user, this info area is not included in the Search Crit. column in the Selection info area, >> Selections in the Aurea CRM win User Manual.The rights format denies access to an entire info area, whereas the desktop format only denies access to specific levels, see Denying Access to Levels in the Aurea CRM win Administrator Guide.

Defining Access Rights for Variable Catalogs

Variable catalogs are catalogs that can be edited without requiring the data model to be edited, see Catalog Info Area. You can control access to variable catalogs by defining access rights for the Catalog info area. In distributed systems (e.g. with various regional headquarters), this allows you to determine that a local administrator can only change catalog entries in a specific language, for example. (For information on separating variable catalogs by tenants, see Tenants and Catalog Maintenance.)

Rights applied to the Catalog info area have the following effects:

  • Deny Access: The Catalog level in the Maintenance module cannot be accessed by the rep.
    Note: To prevent individual catalog fields from being displayed, deny access to the field itself, see Defining Rights at the Field Level.

    You can lock individual catalog values in the Catalog info area, see Editing Variable Catalogs.

  • Deny New: Reps cannot add new catalog values.
  • Deny Update: Reps cannot edit catalog values.
  • Deny Deletion: Reps cannot delete catalog values.
  • Condit. Access: Only those catalog values that meet the defined conditions are displayed. Conditions are only applied to catalog values in the catalog base language. Consequently, you cannot restrict access to specific languages.
  • Condit. New: Reps can only add catalog values that meet the defined conditions. Otherwise a corresponding message is displayed and the catalog value cannot be saved.
  • Condit. Update: Reps can only edit catalog values that meet the defined conditions. If the user clicks on a catalog value that does not meet the condition, a corresponding message is displayed.
  • Condit. Delete: Reps can only delete catalog values that meet the defined conditions. If the user clicks on a catalog value that does not meet the condition, a corresponding message is displayed.
    Note: Use Condit. New/Update/Delete to restrict access to catalog values by language.

    If you define conditions on the language for Condit. New/Update/Delete, the conditions evaluate to false if the selected language is the catalog base language. In this case, Condit. New/Update/Delete is identical to Deny New/Update/Deletion.

  • Fields: Use the Fields option to control access to individual variable catalogs, >> Defining Rights at the Field Level.

Access restrictions are applied to the following functions:

  • The dialog used to enter/select catalog values in Aurea CRM win, Aurea CRM web etc.
  • Maintaining variable catalogs (Aurea CRM win: Catalog level in the Maintenance module; Aurea CRM web: Administration > Catalog Maintenance menu option)
  • When importing catalog values: Records that cannot be imported due to access restrictions are written to the log file (*.fal).
Note: All catalog values are always visible to the administrator (SU).

Special Case: Lead Status Info Area (BTB, FS)

By default, changes to the Lead Status field (in the Company, Person, Person in Company and Sales Group info areas) are logged in the Lead Status info area. You can also add, edit and delete data in the Lead Status info area itself.

To deactivate the logging of changes:

  • Deny Access: The Lead Status info area is not accessible. The Reason dialog box is not displayed if the Lead Status is changed. Changes to the Lead status (in the Company, Person, Person in Company and Sales Group info areas) are not logged.
  • Deny New: The Lead Status info area is accessible, but no new records can be added. The Reason dialog box is not displayed if the Lead Status is changed. Changes to the lead status (in the Company, Person, Person in Company and Sales Group info areas) are not logged.

To suppress the Reason dialog box:

  • If you wish to suppress the Reason dialog box when adding new records, enable the Deny New cell for the Reason field in the Lead Status info area (Fields column).
  • To suppress the Reason dialog box completely, enable the Deny Access cell for the Reason field.

Use the Do not log lead status changes configuration entry (General Settings category) in the Configuration info area to determine that records should never be automatically added to the Lead Status info area, see General Settings.