Optimize Your Crm Cycle for Security with Signnow

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in this video we'll be looking security serum Security involves record ownership setting up security roles and business units records can be owned by either a user or a team for this video we'll focus on user own records security involves a number of elements there's what record is your owns what business unit they're part of and what roles they have the user can have one or more roles in this example sharp innovations is the company record and sharp is owned by bill Gardner security roles are configured in the security area CRM to get there first go to settings then security and then security roles this will show you all the roles that you've configured in the system out-of-the-box dynamics comes with a number of roles so the rule of thumb when configuring a new security role is to first copy an existing role by clicking a role and under move actions select and copy role will then be able to name the new role and make the changes to that role don't make any changes to an edit the Box security role and don't create a role from scratch so we'll go ahead and copy role will then be able to name this role so we'll call it CRM dynamics Sales Manager okay so here's the role that we have just created and you can see that the tabs at the top contain different areas that the role can be configured for so you can configure it for the core records such as accounts contacts and then marketing sales service business management service management customization and any custom entity so on the core records tab if you look at company you can see that for this manager role they can create a record in the system so for any business unit they can read any record right delete append append to assign and share any record now a sales rep may not have the same rights as a sales manager so this was a sales rep instead they may only be able to create their own records and that's shown with a single piece of pie and the legend for these pie shapes is located at the bottom so if there are no pieces of pie selected they can't do that particular thing so this might be desirable if I don't want a sales rep to have access to companies this means that they will not be able to see any company records a single piece of pie means that they can see only their own records half a pie means that they can only see records in their business unit and 3/4 of a pie means business unit and below and a full pie means that they have access to all records in the organization for that type so let's say they can only create read and write their own records and they don't have access to deleting anything they can append and append to their own records but can't assign and can't share so now the security has been configured for the company entity it could be configured for any other entities in the system now we talked a lot about business units because business units are what drive who sees what beyond the simple who wants the record and in the next module we'll look at business units so a business unit will typically have a parent in this case there is a corporate business unit and this is where the executive team will usually reside that can then be broken down and in this example we've got a European Canadian and a US division they can be broken down as well so we've got Canada into west central and east and then the central division can be broken into southwestern Ontario the GTA and the Northeast so that's a brief run-through of security to recap records are owned by users or teams each user can have one or more roles and each user is connected to a business unit a record becomes part of a business unit because it's the person or team that owns it