13. User rights & permissions

Modified on Thu, 30 Nov 2023 at 12:21 PM

Basically SpinOffice is an application where all data is accessible to every user, because this is what makes a shared CRM application so powerful. But of course limitations in functionalities can be set per user such as the right to delete relations, merge, export, etc. and permissions who can see what. For example, mailboxes can be shielded, but also, among other things, groups of contacts, individual files, files and calendar appointments.


In this chapter we discuss the following topics:


13.1 Where can I set the rights per user? 

13.2 Explanation of all user rights and permissions

13.3 Who can set rights per user?




13.1 Where can I set the rights per user?

In the main menu, go to menu option Administration -> User Settings and choose the Rights sub-tab on the left. Don't have this option? Then you do not have the 'SuperAdmin' right. Ask within your organization for the correct user with the 'SuperAdmin' right with the request to also give you the 'SuperAdmin' right.


Below you see the permissions screen.


Every user with the 'SuperAdmin' right therefore has the right to manage the rights of all users.


SuperAdmin also gives the right to determine who is entitled to which contact types. This option can also be found under Administration -> User Settings, and then the Contact types sub-tab on the left.



13.2 Explanation of all user rights and permissions

So there is a difference between the rights a user has and the permission a user can give to share certain parts.


All rights

Most rights are clear. A few special ones are worth mentioning.


SuperAdmin gives a user the right to manage all rights of all users. Users without 'SuperAdmin' rights do not have access to this section.


Administration menu access gives the user the possibility to adjust email templates, contact types, labels, info fields, etc.


All messages, All files and All folders gives the right to see privately marked items. This is a dangerous one because it allows a user to view files that are actually protected.



Permissions

In addition to the above rights, each user has the option to decide with whom they share their Inbox, Calendar and Kanban board. This is regardless of the assigned permissions. To determine the permissions, in the main menu go to menu option Administration -> User Settings and choose the sub-tab CRM part.



Contact types

SuperAdmin also gives the right to determine who is entitled to which contact types. This option can also be found under Administration -> User Settings, and then the Contact types sub-tab on the left. Check for the selected user which contact types this person can see.


When setting up the database, it is therefore wise to think about the contact types. These are decisive in the rights.



13.3 Who can set rights per user?

All users, regardless of the assigned permissions, can decide with whom they share their Inbox, Calendar and Kanban board under menu option Administration -> User Settings and choose the sub-tab CRM part.


In the free Limited version, every user has the right to see everything by default. Users can decide for themselves what they want to protect from each other.


In the Pro version, users with the 'SuperAdmin' right can control the rights of all users. See above.



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