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ACT 2005 or higher Security Access Roles - who can do what


The following charts show specifically what features that each different Security Role has access to:
Contacts:

Administrator
Manager
Standard
Restricted
Browse
Create/Edit Contacts
X
X
X
X
Delete "My Contacts"
X
X
X
Delete Other User's Contacts
X
X
Move Contact Data

X
X
Manage Other User's Contacts
(change Record Manager and control access)
X
X

Promote Secondary Contacts1 X X X
Opportunities:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit Opportunities
X
X
X
X

Delete"My Opportunities" XX X

Delete Other User's Opportunities
X
X

Manage Opportunity Process X X

Manage Opportunity Products
X
X

Manage Other User's Opportunities
(change Record Manager and control access)
X X
Companies:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit Companies
X
X
X

Delete"My Companies" X X X

Delete Other User's Companies
X
X

Manage Other User's Companies
(Change Record Manager)
X X
Groups:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit Groups
X
X
X

Delete"My Groups" X X X

Delete Other User's Group
X
X

Manage Other User's Groups
(Change Record Manager and control access)
X X
Activities:

Administrator
Manager
Standard
Restricted
Browse
Create / Edit / Delete "My Activities"
X
X
X
X

Manage Custom Activity Types List X X

Manage Priorities List
X
X

Manage Resources X X

Update Activities with Outlook
X
X
X
X

Create / Edit Events X X

Edit Delegate for All User's and Resources
(cannot be removed)
X
X


Activity Series:

Administrator
Manager
Standard
Restricted
Browse
Run Activity Series
X
X
X
X

Create / Edit Activity Series X X X

Delete My Activity Series
X
X
X

DeleteOther User's Activity Series X X

Manage Other User's Activity Series
(Change Record Manager)
X
X


Reporting:

Administrator
Manager
Standard
Restricted
Browse
Run Reports
X
X
X
X
X

Create / Edit Reports X X X DeleteReports X X X DeleteOther User's Reports X X
Communications:

Administrator
Manager
Standard
Restricted
Browse
Enable Email
X
X
X
X

Enable Telephony X X X X

Enable Word Processing
X
X
X
X

Create / Edit Word Processor Templates X X X
Data Exchange:

Administrator
Manager
Standard
Restricted
Browse
Import Data
X
X

Export Data X X
Customization:

Administrator
Manager
Standard
Restricted
Browse
Access Layout Editor
X
X

Customize Menus / Tool bars X X X

User Management:

Administrator
Manager
Standard
Restricted
Browse
Manage User's
X

Reassign Contacts / Activities / Opportunities X X

Manage Teams
X
X


Database Management:

Administrator
Manager
Standard
Restricted
Browse
Run ACT! Update
X
X
X

Access All Non-Private Data X

Lock/Unlock Database
X
X

Delete Database X

Database Maintenance
X

View / Archive Logs X

Customize Fields
X
X

Administer Custom Tables X

Backup Database
(Does not include Backup
Remote Database)

X
X

Restore Database
(Does not include Restore
Remote Database) X

Edit Duplicate Checking Settings
X
X


Synchronization:

Administrator
Manager
Standard
Restricted
Browse
Enable Synchronization
X
X

Initiate synchronization
(
remote databaseonly) X X X

Manage Synchronization Setup
X
X

Manage Subscription List X X X

Manage Other User's Device Sync Setup
X
X
X


Online Access

Administrator
Manager
Standard
Restricted
Browse
Run ACT! Update
X

Internet Access X X X X X
1 Standard users may only promote Secondary Contacts where the user is the Record Manager for the primary contact
Record Level Security:
Record level security controls access to records in the ACT! database. The record manager has the ability to mark records as Private and therefore make these records unavailable to other users. Private data is only visible to the owner. Even users with an administrator role cannot view private data.

Contacts:

Contacts are unique, they have three security options:
Public, Private and Limited Access.

For additional information on configuring Access Controls for users, refer to the following Knowledge Base Answer:

Title: How To Set Access Controls for Users in ACT!
Answer ID:
15228
Notes, Histories, and Opportunities:
If a user has access to a
contact; notes, histories, and opportunities can be created and designated as private. Private items/records are not viewable by other users in the database, even if the other users can view the contact record. When a contact is deleted, all notes, histories, and opportunities are deleted, even if they are private.

Activities:

ACT! users will have the ability to view the details of another user’s calendar unless the other user’s activity is private. In this case, the calendar will reflect Busy time for this user, with no reference to any activity details. If an activity is public, but the
contact is private, the activity will display but the contact name will not. You cannot add an activity to another user’s calendar, unless you have been given delegate permission's to do so. By default, all administrator users will have edit permission. Any user involved in the activity can modify the alarm settings, priority and activity color. However, unless you are a delegate or an organizer for an activity, you cannot modify any other property of the activity.

Groups and Companies:

Standard
, Manager, and Administrators can create companies and groups. By default, the creator of the company or group is the Record Manager. The Record Manager can make the group private to other users. Making a company or group private, does not make the contacts and other entities of that company or group private.

Reassigning records:

An administrator or manager can reassign ownership of non-private contacts, activities, opportunities, groups, and companies from one user to another user. Items that cannot be reassigned are Activity series, and History records. Historical fields, such as "Created By" will be unaffected by reassignment. An administrator or manager can reassign records to any user in the
database with the exception of Browse users. Records can be reassigned to a user that is not on a contact’s Access Control List (ACL). If the designated user is not on the contact’s ACL, a notification will be displayed telling the administrator or manager that the user does not have access to that contact. However, the administrator or manager can still reassign the contact to that user.

Mass Reassigning:

Reassignment can be done on a per record basis (per activity, opportunity, etc) or on a per user basis where every record associated with one user may be reassigned to another user. When a record is reassigned, the designated user becomes the record manager of that item.

Mandatory Reassignment:

In the case of mandatory reassignment (deleting a user from the
database), private records will be deleted from the database.



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