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Security Control of Users

  • Updated
  1. Roles

1.1. Creating Roles

1.2. Editing Roles

1.3. Deleting Roles

  1. Profiles

2.1. Default Profiles

2.2. Creating Profiles

2.3. Cloning Profiles

  1. Groups

3.1. Creating Groups

3.2. Editing Groups

3.3. Viewing Users

3.4. Deleting Groups

  1. Data Sharing

4.1. Managing Default Data Sharing 

4.2. Creating Data Sharing Rules

Roles

Roles help establish your organization’s hierarchical structure. Employees/Users at a higher hierarchical level can access the records of those users at a lower level. For example, the CEO can access all employee records while a Sales Manager can only access the records of his team members.

1.1. Creating Roles

  1. Go to Administration Settings > Basic Settings > Users
  2. On the Users page, click on the Security Control button in the top right-hand corner 
  3. A drop-down menu will appear as you click this button with 4 options: Roles, Profiles, Groups, and Data Sharing
  4. Click on the Roles option
  5. On the Manage Roles page, click on the + New Role button on the left side of the page
  6.  A window will open with the headings: Title, Reports To, and Description. There’s also a checkbox for if you’d prefer for this role to Share Data with Peers
  7. Fill in the required employee details. Click Save. Your new role has been created

1.2. Editing Roles

You can modify an employee’s role to reflect the changes in your organization’s hierarchical structure. SubscriptionFlow allows you to edit: the employee’s title, who they report to, their job description, and whether they can share data with their peers.

 

  1. Go to Administration Settings > Basic Settings > Users > Security Control
  2. Click on the Roles option when the drop-down menu appears
  3. On the Manage Roles page, place your cursor on the role you want to edit and 4 navigation options will appear to the immediate right of the employee role
  4. Click on the pen-shaped navigation option
  5. The Edit Role page will open up where you can make your required changes
  6. After updating the role, click Save

1.3. Deleting Roles

To delete an existing role you need to transfer its user to a new role.

 

  1. Go to Administration Settings > Basic Settings > Users > Security Control
  2. Click on the Roles option when the drop-down menu appears
  3. On the Manage Roles page, place your cursor on the role you want to edit and four navigation options will appear to its immediate right
  4. Click on the dustbin-shaped navigation option
  5. On the Delete Role page, under the heading, Transfer to Role, specify which user you’d like to transfer the selected role to
  6. Click Transfer and Delete

Profiles

The function of Profiles in SubscriptionFlow is to help define permissions in terms of access for a particular set of users. For example, someone from the Marketing department could have different permissions compared to someone from the Product team. You can hence, define permissions as the need arises and specify the profile when adding or inviting a new user. 

2.1. Default Profiles

SubscriptionFlow provides its users with 2 default profiles:

Administrator: This profile has access to all the permissions. The user is able to view and manage all the data within their SubscriptionFlow account. 

Standard User: This profile has all the permissions except administrative privileges. 

2.2. Creating Profiles

  1. Go to Administration Settings > Basic Settings > Users
  2. Click on +New User
  3. In the user details, under the heading: Profile, select the preferred profile
  4. Click Save

2.2. Cloning Profiles

You may need to clone profiles to tailor them for specific roles. To clone a profile, follow these steps:

  1. Go to Administration Settings > Basic Settings > Users
  2. On the Users page, click on the Security Control button in the top right-hand corner 
  3. A drop-down menu will appear as you click this button with 4 options: Roles, Profiles, Groups, and Data Sharing
  4. Click on the Profiles option
  5. On the Manage Profiles page, on the right side, you will see buttons labeled Clone for both the Administrator and Standard User default profiles
  6. Clicking on any one of these Clone buttons will open up a window with the headings: Title and Description. Add the required employee details under these headings
  7. Click on the Clone button in the window. Your desired profile has now been cloned

Groups

SubscriptionFlow gives you the ability to create different groups with sets of users to better manage common records. Groups can be used, for instance, to set up team support or event management by marketing employees. Users belonging to a particular group can access records shared with that group and modify them accordingly. It’s important to note here that groups themselves can’t own any records; records are always owned and shared by a user associated with that group. 

 

The following combination options are available when forming groups:

  1. Users: Includes only employees/users
  2. Roles: Includes only users associated with roles 
  3. Roles & Subordinates: Includes all users associated with roles and their subordinate roles (this helps clients visualize their organization's hierarchy)
  4. Groups: Users belonging to one specific group can also become members of another group 

3.1. Creating Groups

  1. Go to Administration Settings > Basic Settings > Users
  2. On the Users page, click on the Security Control button in the top right-hand corner 
  3. A drop-down menu will appear as you click this button with 4 options: Roles, Profiles, Groups, and Data Sharing
  4. Click on the Groups option
  5. On the Manage Groups page, click the Create Group button on the left side
  6. On the Groups page, under the labels: Group Name and Group Description, fill in the required details
  7. On the same page, under the heading, Group Sources, click on the drop-down menu to select Users
  8. Add group members from the Available box to the Selected box by selecting a user and then clicking on the small right-facing arrow between the two boxes
  9. After selecting your Users, click again on the drop-down menu under Group Sources and select Roles
  10. From the Available box select your preferred roles e.g. CEO and Sales Manager, and shift them to the Selected box by clicking on the right-facing arrow
  11. Now again use the drop-down menu under Group Sources and select the option Roles & Subordinates
  12. Selecting the roles here will also add their subordinates to the group
  13. Use the drop-down menu under Group Sources once again and select the Groups option
  14. Select a group from the Available box and add it and its associated users to the new group
  15. Click Save

3.2. Editing Groups

Once you have created the groups, you can edit details like group name and description.

 

  1. Go to Administration Settings > Basic Settings > Users > Security Control
  2. Click on the Groups option when the drop-down menu appears
  3. On the Manage Groups page, you can see the groups you have created so far
  4. Under the Actions heading click on the Edit button for the group you want to modify
  5. On the Groups page you can edit Group Name, Group Description, and Group Source Type (Users, Roles, Roles & Subordinates, Groups)
  6. To modify any group source type, select a source type from the Selected box and click on the left-facing arrow between the Available and Selected boxes
  7. The source type you selected will now be removed from the Selected box
  8. Click Save

3.3. Viewing Users

There are two ways a user is added to any group:

  1. Directly:  The user will be added to a group
  2. Indirectly: A role or group with which the user is associated is added to a group

 

To view all users belonging to a group:

  1. Go to Administration Settings > Basic Settings > Users > Security Control
  2. Click on the Groups option when the drop-down menu appears
  3. On the Manage Groups page, click on the group whose users you’d like to view
  4.  You can now see all users associated with this group

3.4. Deleting Groups

  1. Go to Administration Settings > Basic Settings > Users > Security Control
  2. Click on the Groups option when the drop-down menu appears
  3. On the Manage Users page, click on the group you want to delete
  4. Under the Actions heading click on the Delete button for the group you have selected
  5. Click Delete and a pop-up window will appear requesting confirmation
  6. Click on the Delete button in the pop-up window. Your group is now removed

Data Sharing

SubscriptionFlow provides three default access types for data sharing:

  1. Private: Only the record owner and their supervisor can access the record
  2. Public Read Only: Users can view the record but not edit or delete it
  3. Public Read/Write/Delete: Users can view, edit, and delete the record

4.1. Managing Default Data Sharing

  1. Go to Administration Settings > Basic Settings > Users
  2. On the Users page, click on the Security Control button in the top right-hand corner 
  3. A drop-down menu will appear as you click this button with 4 options: Roles, Profiles, Groups, and Data Sharing
  4. Click on the Data Sharing option
  5. On the Data Sharing page, on the right side, click on the Edit All Default Permissions button
  6. On the Manage Data Sharing page, modify the access privileges according to your needs
  7. Click Save to after updating the access privileges

4.2. Creating Data Sharing Rules

This feature enables you to allow users access or restrict them from viewing your data.

 

  1. Go to Administration Settings > Basic Settings > Users > Security Control
  2. Click on the Data Sharing option when the drop-down menu appears
  3. On the Data Sharing page scroll down to the Sharing Rules section
  4. Select the module you want to create a rule for and click on the +New Sharing Rule button
  5. A pop-up window will open with instructions on managing a new sharing rule
  6. Specify your criteria for data sharing in the pop-up window
  7. Under Records Shared From select where the data is being shared from (Groups, Roles, Roles and Subordinates) and by whom e.g. Groups, CEO, Sales Manager, etc. 
  8. Under Records Shared To select whom the data will be shared with: Groups, Roles, Roles and Subordinates. For example, the data can be shared by the CEO to all users in the Group, SubscriptionFlow
  9. Under Access Type choose from the two data sharing options available: Read/Write/Delete and Read Only
  10. Tick the Superiors Allowed checkbox to allow the superiors of the role or group you shared data with access to the data  
  11. Click Save




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