In This Article:

    Configuration: Roles

    In This Article:

      Access and Security can be clearly defined and different for every user or it can be simpler by allowing broader access depending on the needs of your organization. In order to access the Role Management menu item and Role screens, you must have been assigned Role permission.

      Salsa CRM incorporates a sophisticated, Role Based Access Control, security system which enables the System Administrator to define access rights for job functions and then assign individuals to these functions or Roles. The first step in setting up the security is to define the functional Roles.  The second step would be adding a constituent and assigning their appropriate Role(s). Salsa CRM is installed with default Roles defined and permissions assigned, however the System Administrator may change them to fulfill the needs of your Organization.

      The only Role that cannot be modified is the Salsa Labs Admin Role as it provides full software functionality for the System Administrator.

      Role permission is assigned at two levels: Task-Related Permissions and Data-Related Permissions. Each Role is assigned one or more permissions depending on the capabilities you wish to assign to each function.

      Task-Related Permissions

      • All-Employee Access:  Gives access to all employees even if the user is not their direct supervisor.  Otherwise, the user must be their direct supervisor to review the record.  This permission would typically be given to an HR director.
      • All-Level Access:  Gives access to all constituents, regardless of “Access Level”.  This covers the situation where your most senior employee might have a Security Level of “99”, which is the maximum.  Since no user could have a “100”, the “All Access Level” permission is required.  This permission would typically be given to an HR director.
      • All-Volunteer Access:   Same as All-Employee, but applies to volunteers.
      • All Permissions:  This is the “super user” permission.  Anyone given this permission can do anything in Salsa CRM.  The “admin” user has this role.  Typically, you would not want to give this to anyone but the “admin” user.
      • Auction Accept Payment:  Applies only to the Auction module, and controls who may update payment information on auction sales.
      • Auction Assign Winner: Applies only to the Auction module, and controls who may assign the winner of a specific item.
      • Constituent Import/Export Contacts:  Enables the “Contacts” button at the bottom of the Constituent screen.
      • Constituent Merge:  Enables the "Merge" button at the bottom of the Constituent screen, and the "Constituent Merge Utility" menu item under Tools.
      • Data Sync Resolution:  Enables access to the Advanced Import Resolution Queue.
      • Cultivation:  Gives access to all aspects of Cultivation, including configuring Processes and defining Phases.
      • Donation Reversal:  Controls access specifically to the “Reverse...” button in the center-left of the Donation screen.
      • Employee Access:  Gives access to the Employee node of the HR module, and only works if you are the direct supervisor of the constituent.  The difference is that you can only see your own employee(s), not the employee(s) of another manager.
      • Export:  This was an early role that was to control a specific Export feature.  Since Advanced Queries, and all screens that have tables, allow exporting by right mouse clicking, this feature was not implemented.
      • HR Org Chart:  Applies only to HR, and allows access to the Org Chart screen.
      • Constituent Sensitive:  Controls access to the sensitive fields in the second column of the main Constituent screen - SSN, Birth Date, Deceased Date, Race, and Religion.
      • Image Scanning:  Required if you want someone to use Salsa CRM's built-in image scanning screen found by going to Manage > Documents > Image Scanning.
      • Import:  Required to access the File > Data Sync then the Import screen.
      • Label Printing:  Required to access Manage > Documents > Label Printing screen.
      • National Change of Address (NCOA):  Enables the NCOA menu item under Tools on the main menu.
      • Refresh System Tasks:  The Refresh System Tasks button immediately checks for any outstanding tasks, and creates them if necessary.
      • Role Assignment:  Gives access to the Manage > Roles screen.
      • Self-Administration:  Without this permission, if a user tries to access their own record, they will see a message that they are not allowed to access their own record.  Some organizations do not want users updating their own information.
      • View Finance Reports:  Controls access to the Manage > Finances > Summary Report screen.
      • View Pledge Drive:  Controls access to the Manage > Finances > Pledge Report screen.
      • Volunteer Access:  Same as Employee access, but applies to Volunteers.
      • Wealth Lookup:  Allows access to the optional Wealth Screening Module.
      • Word Processing:  Controls access to the Manage > Documents > Word Processor screen.

      Data Related Permissions

      Data-Related Permissions allow you to define what areas of Salsa CRM your organization's users are allowed to access and within that permission if they are able to add, delete, edit or view the corresponding information.

      Note: All HR Permissions are specific to the Human Resources Module which you can purchase as an add-on to core Salsa CRM. All Inventory Permissions are specific to the Inventory Module which you purchase as an add-on to core Salsa CRM. All Patient Service Permissions are specific to the Patient Services Module which you can purchase as an add-on to Core Salsa CRM

      • Advanced Import: Allows access to the optional Advance Import Module
      • Another's Tasks: Allows access to view other Salsa CRM users' task through the Tools > Tasks > Another's Tasks option on the main menu
      • Appeal: Allows access to the appeal under Manage> Finances > Appeals
      • Auction Config:  Allows access to the Auction Configuration screen
      • Batch: Allows access to the Batches under the Manage > Batches screen
      • Campaign: Allows access to the Campaign under Manage > Finances > Appeals
      • City: Allows access to configure City File in the Configuration Screen
      • Configuration: Allows access to the Configurations screen
      • Constituent: Allows access to constituent records
      • Constituent Address: Allows access to a constituents address information
      • Constituent Document: Allows access to the constituent’s documents node
      • Constituent Email: Allows access to a constituents email information
      • Constituent Group: Allows access to group node of a constituent’s record
      • Constituent Notes: Allows access to the Constituent Notes node on the constituent record
      • Constituent Phone: Allows access to a constituents phone information
      • Constituent Photo: Allows access to a constituent’s photo node.
      • Constituent Relation: Allows access to a constituent’s relationship node
      • Constituent Social: Allows access to a constituent’s social networking information
      • Constituent URL: Allows access to a constituent’s url information
      • Credit Card: Allows access to Credit Card tab in a Constituent’s Donation Section
      • Cultivation Configuration: Allows access to the cultivation configuration screen
      • Data Sync Map: Allows access to Data Sync
      • Document: Allows access to Documents section under Manage Menu
      • Donation: Allows access to Donation on a constituent’s record and using the Donation tab
      • Donation Notes: Allows access to Donation Notes when entering a donation on the Donation screen
      • Donor Notes: Allows entry of notes on the donation record
      • Event Management Configuration: Allows access to Events configuration, if you have the purchased the Events module
      • Event Management: If you have purchased the Events Module, this allows access to the event module
      • Form Configuration: Allows access to form configuration
      • Form Letter: Allows you access to add, edit, or delete a form letter in the Configuration Screen
      • Form Template: Allows access to the form manager, where you can create, copy and convert forms within Salsa CRM
      • Forms: Allows access to the forms on a constituent’s record
      • Fund:  Allows access to the funds section under Manage > Finances
      • Mailing: Allows ability to add people to a mailing history folder when performing a mail merge using in Salsa CRM
      • Mailing History: Allows access to Mailing History under the Manage > Documents screen
      • Match Policy: Allows access to the Match Policy of those constituents setup with a Match Policy on their Donations Node
      • Matching Donation Notes: Allows access to the matching donation policy notes of a matching donation policy
      • My Salsa CRM: Allows access to My Salsa CRM page on a constituent's record
      • My Notes: Allows access to the Notes section of a user's own dashboard within Salsa CRM.
      • My Tasks: Allows access to the Tasks section of a user's own dashboard within Salsa CRM.
      • Query: Allows access to the Advanced Query Wizard
      • Role: Allows access to Roles section under the Manage option on the main menu. This is typically restricted to one or two people within your organization.
      • Schedule Config: Allows access to Schedule Configuration found on the main menu under Tools > Schedule
      • Schedule Coordinator: Allows user to setup schedules within Salsa CRM
      • Schedule Management: Allows user to manage schedules on the constituent record Schedule node
      • Service Configuration: Allows user to configure the Service node on the constituent record
      • Service Log: Allows user access to the Service Log Entries panel on the Service node of the constituent record
      • Service Request: Allows user access to the Service Requests panel on the Service node of the constituent record
      • User: Works in conjunction with the Constituent permissions above and allows ability to add, delete, edit or view Salsa CRM User constituent records.
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