Default Access Levels
Organizations often operate within a structured hierarchy, where roles and responsibilities are clearly defined. At the top of the hierarchy are high-level administrators or executives who oversee operations and have broad access to data. Lower-level users, such as team members or entry-level staff, are generally restricted to viewing and managing their own records. This hierarchical setup ensures data security and aligns access permissions with organizational roles. However, this model can limit collaboration and hinder productivity when users at the same level (peers) cannot access each other's records.
Consider a sales team working on leads within the same module. A sales representative, Amelia, needs to view a peer’s record to understand the progress made on a shared client. With standard permissions, Amelia can only see her own records, creating silos and reducing efficiency. By enabling the Default Access Level feature, Amelia can access peer records with appropriate permissions, fostering collaboration and better team outcomes.
Standard permissions, by default, allow users to view only their own records. This means peer-to-peer access is not enabled, and while higher-level users can access lower-level records, the reverse is not possible. In contrast, the Default Access Level extends access to peer records within the same level.
To activate the Default Access Level:
- Go to Setup > Fields.
- Click the icon next to the module or the More icon.
- Select the Default Access Level and configure the desired access level, such as Private, Public Read Only, or others.
- Once the settings are configured, save the changes.
Types of Accesses
The Default Access Level offers several types of access.
- Private: Ensures that only the record owner and admins can view the records.
- Public view only: Allows peers to view records without editing them.
- Public view and edit: Public view and edit enables peers to view and edit records,
- Unrestricted: Full access, including the ability to delete records.
The table below explains the different Access Levels in the Default Access Level feature, showing who can view, edit, or delete records.
Access Levels | View | Edit | Delete |
Private | Records owned by the user and their subordinates | Records owned by the user and their subordinates | Records owned by the user and their subordinates |
Public view only | All Users | Records owned by the user and their subordinates | Records owned by the user and their subordinates |
Public view and edit | All Users | All Users | Records owned by the user and their subordinates |
Unrestricted | All Users | All Users | All Users |
Notification for the changes
Whenever a change is made to a record, the record owner receives a notification. This ensures transparency and keeps the record owner informed about updates or modifications.
Notes:
- All record-level permissions are managed through the Default Access Level feature, while actions at the related list level, such as activities, are configured using Profile Permissions. For example, if a user has permission to create activities, they can still add activities to a record's related list, even if the Default Access Level feature grants them view-only access to the record.
- If peers with access to your record make changes like edits or deletions, they cannot be undone.
Access your files securely from anywhere
Zoho CRM Training Programs
Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.
Zoho DataPrep Personalized Demo
If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.
- Zoho Workerly Home
- Forums
- Connect With Us:
- Zoho Recruit Home
- Forums
- Connect With Us:
New to Zoho Writer?
Create. Review. Publish.
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.
New to Zoho Survey?
Zoho Sheet Resources
Zoho Forms Resources
New to Zoho Sign?
Zoho Sign Resources
Sign, Paperless!
New to Zoho TeamInbox?
Zoho TeamInbox Resources
New to Zoho ZeptoMail?
Design. Discuss. Deliver.
New to Zoho Workerly?
New to Zoho Recruit?
New to Zoho CRM?
New to Zoho Projects?
New to Zoho Sprints?
New to Zoho Assist?
New to Bigin?
Related Articles
Access multiple Bigin accounts using one set of login credentials
Bigin enables users to access multiple Bigin organization accounts with one set of login credentials. For example, let's say an organization operates on a multi-franchise model and each franchise has its own Bigin account. Having each member of the ...Can a user with the Requester role access team pipelines from Bigin mobile app?
No, it is currently not possible for a user with the requester role to access the "My Requests" tab. However, this feature will be supported in future updates.Can a user with the Requester role access team pipelines from Bigin mobile app?
No, it is currently not possible for a user with the requester role to access the "My Requests" tab. However, this feature will be supported in future updates.Can a user with the Requester role access team pipelines from Bigin mobile app?
No, it is currently not possible for a user with the requester role to access the "My Requests" tab. However, this feature will be supported in future updates.Can a user with the Requester role access team pipelines from Bigin mobile app?
No, it is currently not possible for a user with the requester role to access the "My Requests" tab. However, this feature will be supported in future updates.
New to Zoho LandingPage?
Zoho LandingPage Resources