Configuration: Roles

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.

Following is a list of definitions of available 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:  Applies to those customers who are in the Convio Data Sync pilot.
• 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.