Managing Profile Permissions

To make the process of managing profile permissions easier, the permissions have been grouped in such a way that you will have no problem customizing them as needed. You can enable or disable permission in a single click rather than having to go through the hassle of disabling each checkbox. With instant saving, you don't have to worry about losing your progress.

To change a profile's permissions

Changes will be reflected immediately after you enable or disable a permission. You don't need to perform any action to save the changes.

Navigate to Setup > Security Control > Profiles.
Click the profile for which you want to change the permissions.
Enable or disable permissions as per your need. It will be applied instantly. You need not save anything.

List of Permissions

The profile permissions are organized into sections and subsections to make it easy to find and manage them:

The different sections are: Module Permissions, Setup Permissions, Extension Permissions, and Developer Permissions.
Under each section, there are subsections. For example, within Module Permissions, you'll have subsections like Basic, Import/Export, Send Email, Tools, and Others.
Under each subsection, the permissions are listed. You can enable or disable a permission with a single click.

Let's look at the different permissions listed in a profile page:

Module Permissions

Module Permissions lets you define which module the users associated with that particular profile will have access to. You can also specify what actions they can perform.

Basic permissions - These permissions are based on the modules. The permissions for actions can be changed by using the check box that is available in the drop-down next to each module permission. Some of the common actions include.

View
Create
Edit
Delete

Permission	Standard Profile	Administrator Profile	Description
Individual org modules like Leads, Contacts, Accounts, etc. If you create custom modules, they will be listed here as well.	✓	✓	- View Records - Create Records - Edit Records - Delete records
Reports	✓	✓	- View Reports - Manage Reports - Schedule Reports - Export Reports
Analytics	✓	✓	- View Dashboards - Manage Dashboards - Export Dashboards
Documents	✓	✓	- View Documents tab - Create Team Folder - Associate Team Folder - Edit Team Folder
Notes	✓	✓	- View Notes - Create Notes - Edit Notes - Delete Notes
Attachments	✓	✓	- View Attachments - Create Attachments - Delete Attachments

Advanced permissions - Permissions like Import / Export, Send Email, Tool and other advanced permissions can be enabled only when their pre-requisite are enabled. For example, a user can send Mass Email only when Send Email permission has been enabled for that profile. This makes sure that users can't exceed their permissions.

Note

If you disable an advanced permission, and then disable the basic permission, re-enabling the basic permission will not automatically enable the advanced permission. You will have to go enable it manually.

Import / Export Permissions

Permission	Standard Profile	Administrator Profile	Description
Import Records	✓	✓	Importing records to modules. This can be set for individual org modules. Only modules with create permission enabled are listed here.
Export	✓	✓	Export records from modules. This can be set for individual org modules. Only modules with view permission enabled are listed here for export.

Send Email Permissions

Permission	Standard Profile	Administrator Profile	Description
Send Email	✓	✓	Send email to records from different modules. Only modules with view permission are listed here for send mail.
Mass Email	✓	✓	- Send emails in bulk from different modules. Only modules with send mail permission are listed here for mass mail. - Configure and run macros
Delete Email	✓	✓	Delete sent and received emails of the records in selected modules. Only modules with send mail permission are listed here for delete mail.
Mail Merge	✓	✓	- Perform mail merge actions - Create merge documents - Send merged documents via email

Tool Permissions

Permission	Standard Profile	Administrator Profile	Description
Mass Update	✓	✓	- Perform bulk update of records in modules - Export and take backup of all CRM data - Create and run macros Only modules with edit permission are listed here for mass update.
Mass Delete	✓	✓	Perform bulk deletion of records in modules. Only modules with delete permission are listed here for mass delete.
Change Owner	✓	✓	Change the owner of a record. Only modules with view permission are listed here for change owner.
Mass Transfer	✓	✓	Perform bulk transfer of records between users. Only modules with change owner permission are listed here for mass transfer.
Convert	✓	✓	Convert a record from one module to another. For example, converting a Lead to Contact. Specific standard modules (Leads, Quotes, Sales Orders) with view permission are listed here for convert.
Mass Convert	✓	✓	Convert records in bulk form one module to another. Only modules with convert permission are listed here for mass convert.
Share	✓	✓	Share records with others by giving: - Full access - Read/Write - Read only. Only modules with view permission are listed here for share.
Lock	✓	✓	Lock records to avoid changes in data. Only modules with view permission are listed here for locking. If profile users are not able to lock records, please ensure that record locking configuration is enabled for that module.

Other Permissions

Permission	Standard Profile	Administrator Profile	Description
Print View	✓	✓	View all records (list view) in a module in the printable mode. Only modules with view permission are listed here for print view.
Sheet View	✓	✓	View, add and update records from the module using Spreadsheet. Only modules with create and edit permission are listed here for sheet view.
Find and Merge	✓	✓	Find and merge the duplicate records. Only modules with edit permission are listed here for find and merge.
Tags	✓	✓	Add and manage tags in the modules. Only modules with edit permission are listed here.
List Subordinates only	✓	✓	Enable it if you want only the subordinate users to be listed in Record assignment, Record sharing and Note mentions.
Manage Deal Team	✓	✓	Deal Team access allows you to manage the Deal Team related list in Deals module and Preferred Deal Team in Personal Settings.
Manage Views	✓	✓	- Chart View - Custom View - Kanban View
Manage Support Access	✓	✓	Support Access allows you to grant temporary access to Zoho Support representative for troubleshooting.
Override Forecast	✓	✓	Override Forecast allows you to adjust the open Forecast categories value

Setup Permissions

Setup permissions can be used for defining the configuration of different features in Zoho CRM. These permissions let you decide if the user associated with this profile can manage Teamspaces, Templates, Automation, Data Administration, and other features.

Since Setup permission is not something that is generally given to all users, you have the option of disabling all of the Setup permissions at one go.

Admin Level Permissions

Permissions	Standard Profile	Administrator Profile	Description
User Management	x	✓	- Manage users (subordinates only or all users), roles, profiles, and groups. - Set and manage data sharing rule.
Manage Teamspace	✓	✓	- Create, edit, delete, and manage all teamspaces.
Manage Compliance Settings	x	✓	- Manage GDPR compliance.
Module Customization	x	✓	- Customize the following: - Modules - Pipelines - Web Tabs - Fields & Links - Fields & Links - Record Locking Configuration - Wizards - Trusted Domains - Related Lists - Kiosk Studio - Deal Management - Business Card View
Manage Portals	x	✓	Create and edit portal configurations.
Manage Portals Users	x	✓	- Send invitation - Activate and deactivate portal users
Create Team Module	✓	✓	- Create team modules.
Manage Calendar Booking	x	✓	- Set up team bookings. - Share calendar bookings - Activate and deactivate calendar booking
Manage Currencies	x	✓	Add, Activate, Deactivate and Customize Currencies
Create Meeting or Call	x	✓	Create user bookings
Manage Domain Mapping	x	✓	Manage custom domain mapping.
Manage Motivator	x	✓	Manage Motivator, in-built gamification solution is the way to facilitate the increase of employees’ engagement.

Note

Only Administrators can customize Company Details, Fiscal Year, Business hours, Territory Management, Deduplicate, and CRM Variables.
For details about who can create and manage forecasts, please see: CRM users and forecasts.

Email & Templates

Permissions	Standard Profile	Administrator Profile	Description
Email & Chat Settings	✓	✓	Manage Email Integration ( POP3/ IMAP ), BCC Dropbox, and Zoho Chat bar.
Manage Templates	✓	✓	Manage Email templates, Inventory templates, and Mail Merge templates.

Automation

Permissions	Standard Profile	Administrator Profile	Description
Cadences Enrollment	✓	✓	Allows user to manage record enrollment and unenrollment for cadences.
Manage Automation	✓	✓	Create and manage the below tools that govern automation in your organization: - Workflow rules - Blueprint - Kiosk Studio - Cadences - Approval processes - Review Processes - Scoring Rules - Schedules
Case Escalation Rules	✓	✓	- Enable the Escalation Scheduler - Set up Case Escalation Rule - Create Rule Entry - Define Escalation Action for the Rule Entry
Assignment Rules & Threshold	✓	✓	Configure assignment rules and assignment thresholds.

Webform

Permissions	Standard Profile	Administrator Profile	Description
Manage Webform	✓	✓	Design and publish web forms in order to collect customer or visitor data. This can be set for individual org modules.
A/B Testing	✓	✓	View, create, edit, and delete webform A/B testing. Only org modules with webform permission are listed here for A/B Testing.
Approval	✓	✓	Configure webform records' approval process, approve, and reject records.
Unsubscription Link	✓	✓	Users with Unsubscribe form permission can set up and embed unsubscription link.

Data Administration

Permissions	Standard Profile	Administrator Profile	Description
Migrate data from other CRM	x	✓	Enable the ability to migrate data from other CRM.
Import History	✓	✓	View the import history of modules.
View Storage Details	x	✓	View the storage details of the account. Enabling/Disabling this option is only applicable for Data and File storage. The Email Storage tab will always be visible, with relevant views to Admin and other profiles.
Manage Sandbox	x	✓	Create or edit sandbox.

Note:

Admins can view all users' audit logs. Standard users can only view their own and subordinates' logs. Standard users cannot view other user logs.

Admins can take data backup.

Zia

Permissions	Standard Profile	Administrator Profile	Description
Recommendation	✓ (View result, view analytics)	✓	- Configure Recommendation - View result - View analytics
Similarity Recommendation	✓ (View result)	✓	- Configure Similarity Recommendation - View result
Prediction	✓ (View result)	✓	- Configure Predictions - View result
Zia Score	✓ (View result)	✓	- Configure Zia Score - View result
Next best experience	✓ (View result)	✓	- Configure next best experience - View result
Image Validation	x	✓	- Configure image validation rules. - Review and approve images.
Ask Zia	✓	✓	- Interact with built-in AI assistant.
Data Enrichment	✓ (View result, View analytics)	✓	- Field mapping in settings page - Manage profile permission settings. - View result - View analytics
Best Time to Contact	✓ (View result)	✓	- Configure best time to contact - View result
Smart Prompt	x	✓	Leverage generative AI to accelerate productivity and streamline tasks.
Summarize Notes	✓	✓	User can view summaries of notes.
Writing Assistant	✓ (View result)	✓	- Manage writing assistant's configuration and view its results.
Email Intelligence	✓ (View result)	✓	- Manage email intelligence configuration and view its results.
Zia Strategy Influencer	x	✓	- Manage Zia Strategy Influencer and view its results.

Voice of the Customer

Voice of the Customer tab permissions are automatically enabled for administrator profiles by default. For other profiles, it needs to be manually enabled.

Permissions	Standard profile	Administrator profile	Description
Overall Dashboard Insights	✓	✓	- View: Access and view the dashboards. - Manage: View, configure, reorder charts and initiate the computation of dashboards.
Record level insights	✓	✓	View insightful charts for eligible records from the modules for which VoC dashboards have been created.

CPQ

Permissions	Standard profile	Administrator profile	Description
Product configurator	✓	✓	View, create, edit, or delete rules.
Price rules	✓	✓	View, create, edit, or delete rules.
Guided Selling	✓	✓	View, create, edit, or delete rules.
Quick view dashboard component	✓	✓	View basic and necessary insights about Quotes in the list page. View Analytics permission required to view components and edit Analytics permission required to edit the base criteria.

Extension Permissions

This section lets you define permissions for Extension, CRM API and Social Settings. These permissions deal with the communication of Zoho CRM with third party integrations.

Zoho

Permissions	Standard Profile	Administrator Profile	Description
Visits	x	✓	Enable or restrict Visits tab visibility
Phone Bridge	✓	✓	- Enable or disable Telephony in Zoho CRM. - Integrate CRM account with Phone Bridge.
Projects	x	✓	- Integrate CRM account with Projects portal. - Map Zoho CRM fields with Zoho projects fields to auto populate data on new project creation. - Set permission for other CRM users to create, view, edit or delete the projects
Desk	✓	✓	- Integrate CRM and Desk accounts - Invite CRM users to Zoho Desk - Sync accounts and contacts modules with Desk account. - Choose the modules where tickets can be viewed in the records related lists

Google

Permissions	Standard Profile	Administrator Profile	Description
Sync with Google Contact	✓	✓	- Integrate own CRM account with Google contact. - Sync records between CRM and Google.
Sync with Google Calendar	✓	✓	Synchronize Google and Zoho CRM calendars and update calendar entries
Google Ads	x	✓	Configure Google Ads setup page

Others

Permissions	Standard Profile	Administrator Profile	Description
Plug-in for Microsoft-Outlook	✓	✓	Enable Plug-in for interaction with Microsoft-Outlook.
Plug-in for Microsoft-Word	✓	✓	Enable Plug-in for interaction with Microsoft-Word for creating Mail Merge template.
CRM Mobile Apps Access	✓	✓	Access the CRM mobile app.

Social

Permissions	Standard Profile	Administrator Profile	Description
Social Admin	x	✓	Setup social media accounts and manage user profiles
Social Tab	x	✓	Use social profile integration, see the tab and details such as views, likes, comments, mentions etc.
Personal Social Profiles	✓	✓	Use social profile integration and interact with customers using brand accounts.

Developer

Permissions	Standard Profile	Administrator Profile	Description
Zoho CRM API Access	✓	✓	Access the Zoho CRM API for integrating CRM modules with third-party applications such as accounting, ERP, e-commerce, self-service portals and others
Manage Extensibility	✓	✓	Manage connections, functions, and widgets.
Manage Zoho CRM Variables	x	✓	Manage CRM Variables to store static and reusable information in Zoho CRM Accounts.

Delete Profile

You may want to delete profiles that are not in use.

Click on the more button that appears when you hover the mouse over the profile you wish to delete.
Click on delete.
In the confirmation page, click delete again.

Note

When you want to delete a profile that is associated to a user, you will be prompted to transfer the user to another profile before deleting them.
To know which users are associated with the profile, click on the more button in the Profile View page and select View Users.

SEE ALSO

Creating profiles

Role management

Manage team user profile

Configure team module profiles(for each team module)

Creating groups

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