With the release of Sage CRM 2021 R1, many additional features have been introduced by Sage. Most of these features belongs to the updations in the Administration section such as modifications in Advanced Customizations Wizard and Inline Customizations of Lists or Grids. Click to Dial links were also introduced through the same version.
Advanced Customization Wizard is a fantastic tool that help to make changes to the database structure including the New Screens, Lists, Menus and the changes will be permanent in the system. Modifications in Inline customization for lists and grids helps to enable the setting to make the changes or configurations in it without having to switch between the Administration section and work space where the actual outcome can be viewed. Also, the browser handler for the Click to Dial links can now be associated with any software on the user’s machine that can pick up phone numbers from CRM to initiate the call.
In this blog, we will discuss about two new settings enabled in 2021 R1 version within the Documents & Reports Configuration; those are Export to file available on search / groups and Send email available on search / groups.
As we all know, Sage CRM has always been smart enough to handle or define security rights for the CRM users that will help in managing not only the Data or the transactions entered but also the options to find or enter in CRM. These two new settings help in managing the data security in similar way for the Groups.
Groups is a defined set of records that belong to the same type of entity. Users can have a group of opportunities or a group of companies or a group of cases. Each of the main entities including new custom entities can allow groups to be added. These Groups of Sage CRM is very helpful when it comes to perform Bulk activities. But where the things become easy and helpful; data security also comes into picture.
As Groups combines a large number of records it becomes a threat from security point of view as well, as any of the operation will affect not just one but bulk records. Keeping the threats in mind, CRM had given the provision to decide the Group access in earlier versions wherein at the User level System Administrator could decide whether the Users will have access to Groups tab or not.
This can be managed by navigating to –
1. Administration -> Users -> Users
2. Open the User Summary of the account you wish to make changes.
3. Set the Group Access as shown below –
These Groups tab holds the list of all the groups created in CRM. It will be available under My CRM section.
Another provision to restrict the access was at the time of creating a group. Wherein the Owner has the right to decide whether the Group will be visible to All, Info Admin users or will it be a Private group.
Now in Sage CRM 2021 R1, the settings Export to file available on search / groups and Send email available on search / groups can also be divided between a specific set of profile users. Export to file available on search / groups helps to determine the type of users that can view the Export Group to file action button. Whereas, Send email available on search / groups helps to determine the type of users that can view the Send Email action button. These provisions can be either be given to All Users, Info Admin or to the Admin only. To make these changes navigate to –
- Administration → E-mail and Documents → Documents & Reports Configuration
- Make the Changes and Save
For the Users who does not have provision of Export to File and Send Email, only below highlighted Actions buttons will be visible on Group Details –
Similarly, for Users who does not have provision of Export to File and Send Email, only below highlighted Actions buttons will be visible on Search screens –
In this way, Sage CRM allows to manage the security rights or provision of Groups created in CRM. These security provisions help in avoiding risks related to Data integrity as well as maintaining the authorization of records within correct set of users.
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