With FreeAgent CRM Access Control List (ACLs) you have the option to limit the access your team members have on some of the fields in your Apps. There are some fields in each app, like the Owner field in the contacts, that should be managed by a specific group of people or others like Industry, where your team should be able to see the data without modifying it, for consistency purposes.
ACLs allow you to select which Roles get either 'Write' or 'Read' access to the fields in all your Apps. When you add a Role to a field, that automatically enables that role to either 'write' or 'read', preventing the other roles from 'writing' or 'reading' that field.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Only the Administrators can use this feature.
In this tutorial, we will cover the following topics:
- Navigate to Access Control List
- Create a New Field Access
- Edit Field Access Level
- Deactivate/Activate Field Access Level
- Delete Field Access Level
Navigate to Access Control List
Open the menu and go to 'Admin Settings' to display the available options, then click App Setup to display even more options. Then select your desired app and click on 'Access Control List'. You can also use the search function to get there faster, just start typing 'Access Control List'.
Create a New Access Control List (ACL)
To get started, click the 'Add New Access Control List' button. You will be required to select the field you want to restrict access to and then configure:
- the operation, which could be: write or read
- the Access Roles that will be able to perform the selected operation.
'Write access' means that they can edit the values for that field, while 'read access' means that they will be able to see the values but don't edit them.
Your Field-Access Level will be created and will show under the 'Active ACLs' section. Here you can edit, deactivate/active, or delete them as you need.
Edit ACL
It is quite simple to update 'ACLs', just click on the circle right next to its name and click the 'Edit' button. You can update everything, from the field to the operation. Adding additional roles to the list is also possible. Once you are done with your changes, don't forget to click the 'Save' button.
Deactivate/Activate ACL
You can opt to deactivate any of your existing 'ACLs', especially if you don't quite need it at the time, but you don't want to delete it. Simply click on the circle right next to its name and click the 'Deactivate' button.
It will be deactivated instantly and will be hidden from the list. If you want to 'Activate' it, click the 'Show deactivated' checkbox to see all, then select it and click the 'Activate' button.
Delete ACL
You can also delete your Field Access Levels. Just select it and then click the 'Delete' button. You will need to confirm this process as it can't be undone.