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. Salsa CRM incorporates a sophisticated, job-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.
Check out the Access Control training course in Salsa Scholars.
In order to access the Role Management menu item and Role screens, Users must have the Role permission. The first step in setting up the security is to define the functional Roles. The second step is to add a constituent and assigning their appropriate Role(s). Salsa CRM comes 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 or deleted is the Salsa Labs Admin Role. That Role will always exist, even if other User Roles are deleted from the system. That Role is assigned to the Admin user, so there will always be a login available to get in the system. Contact Salsa Support if you don't know your Admin password.
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
| Permission | Description |
| Activity | Enables access to the Activities node of the constituent record. |
| 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. |
| 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. |
| 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. |
| Audit Card Authorizations | Gives access to Card Authorization type query tables. |
| Audit Trail | Gives access to Audit Trail type query tables. |
| Browser Access | Necessary for all users to access Salsa CRM via web browser. |
| Clear Donation Post Dates | This permission relates to exporting data to Blackbaud's Financial Edge via the Finance Export functionality. |
| 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. |
| Constituent Title/Suffix Update | Allows users to update the valid Title and Suffix field values by typing them instead of only selecting from a drop-down list. |
| Credit Card Processing | Allows user to charge credit cards. |
| Cultivation | Gives access to all aspects of Cultivation, including configuring Processes and defining Phases. |
| Data Sync Resolution | Enables access to the Advanced Import Resolution Queue. |
| 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. |
| Mail Marketing | Controls access to the Solicitation menus. |
| Mail Marketing Configuration | Controls access to the Solicitation Configuration screens. |
| Merge All Constituents | Enables Merge All functionality. |
| Modify Smart Group Query Definitions | Allows user to edit the query definitions that define a smart group. |
| National Change of Address (NCOA) | Enables the NCOA menu item under Tools on the main menu. |
| Performance Dashboard | Gives access to the Performance Dashboard report. |
| Rapid Donation Entry | Gives access to the Rapid Donation Entry screen. |
| Refresh System Tasks | The Refresh System Tasks button immediately checks for any outstanding tasks, and creates them if necessary. |
| Resolution Queue Resolve All | Activates the Resolve All button in the Resolution Queue. |
| Resume Processing Installments | This permission has been deprecated and is no longer valid. |
| Role Assignment | Gives access to the Manage > Roles screen. |
| Salsa Engage Add Supporter to Blast | Gives access to same button in Advanced Query Wizard Step 4 for Engage Queries. |
| Salsa Engage Add Supporter to Group | Gives access to same button in Advanced Query Wizard Step 4 for Engage Queries. |
| Salsa Engage Remove Supporter from Blast | Gives access to same button in Advanced Query Wizard Step 4 for Engage Queries. |
| Salsa Engage Remove Supporter from Group | Gives access to same button in Advanced Query Wizard Step 4 for Engage Queries. |
| 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. |
| Summary Letter Processing | Allows access to the Summary Letter processing screen that generates the summary letters. |
| Unlock Workflow Queues | Allows access to the Tools > Unlock Workflow Queue screen. |
| 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
Define what areas of Salsa CRM your organization's users are allowed to access and if they are able to add, delete, edit or view the corresponding information.
NOTE: All HR, Inventory, and Event Management Permissions are specific to those optional, free modules, which you can add-on to core Salsa CRM.
| Permission | Description |
| 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 |
| Common Custom Fields | Allows access to the Custom Fields: Common tab in the Manage > Configuration > Custom Fields menu. |
| 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 |
| Fund Class | Allows access to the Class section under Manage > Finances. |
| Geo Responsibility | Allows access to the Geographic Responsibility section under Tools > Geographic Responsibility > Configuration in the Records tab. |
| Geo Responsibility Type | Allows access to the Geographic Responsibility section under Tools > Geographic Responsibility > Configuration in the Responsibility Types tab. |
| Mailing | Allows ability to add people to a mailing history folder when performing a mail merge using OpenOffice.org 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 |
| Membership | Allows access to the Membership Subscription report in the Manage > Membership menu. |
| Membership Config | Allows access to the Membership configuration in the Manage > Membership menu. |
| 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. |
| Salsa Engage Email Blast | Allows access to Engage Email Blasts. |
| Salsa Engage Group | Allows access to Engage Groups. |
| Salsa Engage Supporter | Allows access to Engage supporter data. |
| 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. |
| Smart Group | Allows access to Smart Group data. |
| Solicitation Finder File | Allows access to Bulk Mail Solicitation finder files. |
| Solicitation Keycode | Allows access to Bulk Mail Solicitation keycode files. |
| User | Works in conjunction with the Constituent permissions above and allows ability to add, delete, edit or view Salsa CRM User constituent records. |
| Wealth | Allows access to WealthEngine or DonorSearch sections. |
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