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 that enables the System Administrator to define access rights for job functions and then assign individuals to these functions or Roles.

Check out the Add Task and Data Permissions Roles 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 “superuser” 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 the 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 users 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 users 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 the same button in Advanced Query Wizard Step 4 for Engage Queries.
Salsa Engage Add Supporter to Group	Gives access to the same button in Advanced Query Wizard Step 4 for Engage Queries.
Salsa Engage Remove Supporter from Blast	Gives access to the same button in Advanced Query Wizard Step 4 for Engage Queries.
Salsa Engage Remove Supporter from Group	Gives access to the same button in Advanced Query Wizard Step 4 for Engage Queries.
Scheduled Built-In Reports	Gives access to Scheduled Built-in Reports, but only if the user also has Permission to view the reports: Cultivation Report—Task-related Cultivation Membership Report—Data-related Membership View permission Cumulative Giving, Donor Detail, Finance Summary, LYBUNT, Payment Type, Pledge Drive, Pledge Reminder, Pledge Summary, Solicitation, SYBUNT—Data-related Donation View permission NOTE: This does NOT impact whether a user configured to receive a scheduled report can download a report delivered via email. Any email address entered as a recipient of a scheduled report will receive an email with a download link (assuming that the two-week expiration has not passed).
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 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 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 the 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 set up 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 the 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 the user to set up schedules within Salsa CRM.
Schedule Management	Allows users to manage schedules on the constituent record Schedule node.
Service Configuration	Allows users 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 the ability to add, delete, edit or view Salsa CRM User constituent records.
Wealth	Allows access to WealthEngine or DonorSearch sections.