Teams and Roles are two features in SugarCRM that are used to provide proper access and capabilities to non-admin users. To ensure that users have access to data which pertains to them and can only complete required actions in Sugar, understanding team and role management is essential. In order to deploy SugarCRM in your organization with adequate security, here are five things that you should know about teams and roles in SugarCRM. 1. Teams and roles are not the same thing It is not completely uncommon for SugarCRM users to consider teams and roles as the same feature. At their most fundamental level, teams and roles serve two different purposes. Teams essentially determine which records a user is allowed to see. On the other hand, roles determine which modules are available to certain users and what actions they are allowed to carry out with the records that they have access to (e.g. a sales team can be created to give access to Accounts in Sugar that other users don’t have access to. In terms of roles, the sales team could be restricted from deleting an Account record). 2. Teams and roles work in conjunction Teams and roles are the basis of the security model for non-admin users. These features ensure that data access is limited to the set of users that have permission to view certain data, and increases or restricts the ability for users to complete certain actions with the data that they have access to. 3. Users can be assigned to multiple teams and multiple roles Administrators can assign users to multiple teams and multiple roles. However, in terms of roles, it should be noted that if a user is assigned to multiple roles, SugarCRM will adhere to the most restrictive role when determining the level of access that a user should be given. 4. There are two ways to create roles in SugarCRM Admin users can create roles in SugarCRM by two methods. The most common way to create a role in SugarCRM is with the Create Role option in the dropdown of the Role Management module tab. The second way to create a role is by duplicating an existing role. Duplicating an existing role is most useful when the new role has similar information to the existing role. 5. There are three types of teams In SugarCRM, there are three types of teams:
Global – The Global team is one of two default teams in SugarCRM. It is created when a Sugar instance is deployed and consists of every user on the instance. Records in SugarCRM that are associated with the Global team are viewable by every user. Private – A Private team is the second of the two default teams in SugarCRM. A Private team is created when a new user is created. Records assigned to a Private team are only accessible by the user and their superiors. Standard – Unlike Global and Private teams, Standard teams are not created by default. Administrators can create standard teams in the dropdown menu on the Team Management module tab. Standard teams are usually created to group different departments, regions or duties within an organization. To learn more about this topic, click here for more information on teams, and here for more information on roles.
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