Roles

Roles reflect how your business is organized.  You enter what the different roles are and how they relate to each other, and what users are filling those roles.  Roles work with record ownership to help manage what users can do with records based on who "owns" the information.

Permissions are required to work in the Setup.

Roles are not required in PerfectMind, and you do not have to use them.  They are a way to add the organizational structure of your business into the functions of user permissions and record ownership.  They allow users who may not be the owners of records to view the records anyway, because of their role.  For example, sales personal may not be allowed to see each others leads (each sales person "owns" their own leads), but the sales manager can see all of the leads (the managers role is higher than or above the sales persons role).

Roles simply set out what a users function is, who they report to, and how many users are part of that role.  For example, the role could be Chief Financial Officer, who reports to the CEO (another role), and the user in that role is John Smith.  Roles do not have to have users and / or locations assigned to them.

Roles are hierarchical.  A user with a higher role can see all the records (subject to Profile permissions) for those roles below theirs.

A Role can be set for one or more locations.  

Each user can have only one role.

To view the users for a role, find the role in the list and double click on it.

Add a Role and Assign a User

Roles are intended to reflect the administrative or management structure of your organization.  From Setup > Company Setup > Security > Roles:

1. Click the New button.

2. Enter a Role Name.

3. Select the role for the Report To field.  This will be a role immediately above the role you just created.  You can have different roles all reporting to the same role above them, for example all Vice-Presidents report to the President.

4. Select a User who has that role from the Assign Available Users list.

5. Click the Add button.

6. If more than one user has the role, keep selecting and adding users to the list.

7. Click Save to finish.

To remove a user from a role simply open that role, and click on the Remove button and then click Save

See Also

Work with Profiles

Ownership - Custom Field Types

Ownership

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