Roles are a great way to manage the access of your team members to certain actions within FreeAgent CRM, from the ability to Import/Export data, to specific actions like bulk delete records or edit activities.
There are 5 different roles built-in FreeAgent CRM, but you have the option to create new ones, edit existing ones and deactivate those that you don't need.
In this tutorial, we will cover:
- What do these roles mean for your Team members?
- Create a new ACL
- Edit an existing one
- Add users to an ACL
- Deactivate an ACL
- Active an ACL
Let's get right to it!
To get started, click on your profile picture and then click on Settings (1). Then click on 'My Company' (2) in the left-hand side menu. From this screen, you can manage your team members, your roles, and your branding (3). Click on 'Roles' to go to the ACLs list.
What do these Roles mean for your Team members?
Assigning any of the exiting roles or your custom ones to your team members will limit their access to some of the actions of the system. There are 4 major action: import data, export data, bulk delete and edit activities.
As each team member is added to a specific role, the specific actions in the system won't be available for that team member. So for example, if a team member was added to a role where 'Edit Activities' is set to 'No', then they will still be able to send emails, leave notes, etc... but they won't have the ability to edit them. If they were to click a note to edit, they will see the notes detail and everything, but the 'Save' button that would allow them to make changes to them will not be there.
Create a New ACL
It is really simple to create a new ACL, click on the 'Add New Role' button.
Give your New Role a name and optionally add a description that explains the reason behind the role. You can assign users to this role right away, just click the users field and select them from the drop dow list. Then simply change to 'Yes' the actions you want that role to perfom and once you are done, click the 'Save' button.
Your new role will be created and it will be shown on the list.
If you are looking to make a change in any existing ACL continue reading.
Edit an ACL
Existing ACLs can be edited in case you want to change them or add users to them. To do this, simply select the rule that you wish to update and click the 'Edit' button.
Here you will be able to change everything, from the name and description, to add team members and change the actions they will be able to perform. Just make your changes and click the 'Save' button when you are done.
Add users to an ACL
Adding users to each of the roles for your company is quite simple. First, select the role you want to assign to your team members and then click the 'Edit' button.
Click on the 'Users' fields to get the dropdown list with your active team members and select those that should have this role. Once you are done selecting users, click the 'Save' button.
In the Role list, the users' column will include labels with the users assigned to that role. The labels will adjust according to the number of users.
Deactivate an ACL
If you created an ACL for a really specific purpose but eventually you decide that you don't need it anymore, you can always deactivate it. Select the role and click the 'Deactivate' button.
Once you do, the role will no longer be active which means that the users assigned to it won't have any restrictions on the actions (Import, Export, Bulk Delete and Edit Activities) unless they are assigned to another role. The Deactivated role will be moved to the lower section of the Roles tab.
Active an ACL
It is always possible to reactive a previously deactivated role. Simply select the Deactivated role and click the 'Activate' button.
The role will go back tot he Active Roles section. If users were already assigned to the role, they won't have access to the actions that are restricted by the role.
Congratulations! You have now learned everything there is to know about Roles in FreeAgent CRM to restrict the access of your team members to specific actions in the system.