Managing Profile Permissions | Online Help - Zoho CRM

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 in 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.

List of Permissions

The module permissions are grouped in the same way that they appear in the CRM and the Setup permissions are grouped similar to the Setup page, making it easier for you to find them. There are three main sections of permission that are available. With the ability to change the permission in one click, you can easily enable and disable them.


Module Permissions

Module Permissions lets you define which module the users associated to 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 the each module permission. Some of the common actions include.
  • View
  • Create
  • Edit
  • Delete
  • Share
Permission
Standard Profile
Administrator Profile
Description
Record Management (Leads, Accounts, Contacts, Products, etc.)


Creating, editing, deleting, and sharing records in standard or custom module.
Reports and Dashboard


- View Reports
- Manage Reports 
- Schedule Reports
- Create Dashboards
- Share Dashboards
Forecasts


Create Forecasts
Feeds


- Create feed
- Manage feed
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 had disabled an advanced, then disable the basic permission and then enable it, the advanced permissions won't enable it automatically. You will have to go enable them manually.

Import / Export Permissions

Permission
Standard Profile
Administrator Profile
Description
Import Records


Importing records to modules
Export


Export records from modules and reports
Export Module


Access data export feature

Send Email Permissions

Permission
Standard Profile
Administrator Profile
Description
Send Email


Send email to records from different modules
Mass Email


- Send emails in bulk from different modules
- Configure and run macros
Delete Email


Delete sent and received emails of the records in selected modules
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
Mass Delete


Perform bulk deletion of records in modules
Change Owner


Change the owner of a record
Mass Transfer


Perform bulk transfer of records between users
Convert


Convert a record form one module to another. For example, converting a Lead to Contact.
Mass Convert


Convert records in bulk form one module to another. For example, converting multiple Leads to Contacts.
Share


Share records with others by giving: - Full access - Read/Write - Read only

Other Permissions

Permission
Standard Profile
Administrator Profile
Description

Print View



View all records (list view) in a module in the printable mode.

Sheet View



View, add and update records from the module using Spreadsheet.
Find and Merge


Find and merge the duplicate records.

Manage Custom List View



- Create Custom List View
- Create Canvas
Tags


Add and manage tags in the modules.
Gamescope
x

Configure gamescope and add trophies or badges.

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 Template, Automation, Webform and Data Administration. 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, roles, profiles, and groups.
- Set profile permissions for other users.
- Set and manage data sharing rule
Manage Compliance Settings
x

Manage GDPR compliance.
Module Customization
x

- Customize Modules
- Customize Tab Groups
- Customize Web Tabs
- Create Custom Fields
- Create Links and Buttons
- Create Layouts
- Create Related Lists
- Create Business Card View
- Create Kanban View
Validation Rules
x

Configure Validation Rules
Wizards
x

- Configure Wizards
- Set Wizard as default layout for other users.
Manage Portals
x

Create and edit portal configurations.
Manage Portals Users
x

- Send invitation
- Activate and deactivate portal users
Manage Calendar Booking
x

- Set up team bookings.
- Share calendar bookings
- Activate and deactivate calendar booking
Create Meeting or Call
x

Create user bookings
Copy Customization
x

Copy customizations from one CRM account to another.
Translation
x

- Setup translation.
- Add language
- Import and Export language file
Marketing Attribution
x

Configure attribution models

Note
  • Only users with Administrator Profile can customize Company Details, Fiscal Year, Business Hours, Territory Management, De-duplicate, CRM Variables, Copy Customization, Organization Email and Currency.

Email & Templates

Permissions
Standard Profile
Administrator Profile
Description
Email & Chat Settings        


Manage BCC Dropbox, Mail Integration and Zoho Chat bar.
Manage Templates


Manage Email, Inventory and Mail Merge templates.

Automation

Permissions
Standard Profile
Administrator Profile
Description
Manage Automation


Create and manage the below tools that govern automation in your organisation:
- Workflow rules
- Blueprint
- CommandCenter
- Approval processes
- Review Processes
- Scoring Rules
- Custom schedules
- Multiple sales pipelines
- Segmentation
Case Escalation Rules


- Enable the Escalation Scheduler
- Set up Case Escalation Rule
- Create Rule Entry
- Define Escalation Action for the Rule Entry
Assignment Rules


Configure assignment rules and assign users to it.

Webform

Permissions
Standard Profile
Administrator Profile
Description
Manage Webform


Design and publish web forms in order to collect customer or visitor data.
Webform A/B Testing


View, create, edit, and delete webform A/B testing
Approval Process


Configure Approval process, approve and reject records.
Unsubscribtion 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.
Manage Sandbox
x

Create or edit sandbox.
Audit log


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

Request data backup
Export Data


Users with export permission for the module can export the data.

Zia

Permissions
Standard Profile
Administrator Profile
Description

Recommendation

x

Configure Recommendation
Prediction
x

Configure Predictions
Image Validation
x

- Configure image validation rules.
- Review and approve images.
Zia Voice


Enable Zia to identify customer satisfaction based on their tone.
Data Enrichment
x

- Field mapping in settings page
- Manage profile permission settings.
Manage Data Enrichment Settings
x

Enable or disable Data Enrichment for modules. 

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.
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 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.

  1. Click on the more button that appears when you hover the mouse over the profile you wish to delete.
  2. Click on delete.
  3. 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.

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