Administration FAQ

Administration FAQ
	Appendix A. Administration Examples

How to remove not needed Tabs:

Let us assume you do not need the Tools tab for certain users. To make this tab invisible, you have to disable the modules RSS and My Sites at the users profile. RSS and My Sites are displayed as sub tabs at the tools menu.

You may follow this procedure:

Locate the profile which a non-admin user belongs to. For example: Person1 has the role of a SalesManager which is associated with the Sales profile.
As administrator goto the Settings menu and click [Profiles]. There you will find a list of profiles including the Sales profile. Open the Sales profile by clicking the [Edit] button. You will see a list of all modules with check boxes.
Unmark the check boxes of modules which you do not want to have displayed.

Users with administrator privileges can see all the data, hence this feature of hiding modules is not available.

	Note
	As a general rule, as soon all sub tabs of a menu are disabled in the profile, the parent tab will no longer be displayed.

How to delete users, groups, profiles and roles:

If you delete a user, group, profile or role you will be asked for a new owner of the data. After selection the data will be moved to the new owner and will not be lost.

How to change a users login name:

You cannot change the login name of a user directly. Instead, create a new user with a new login name and delete the old user. During deletion transfer all data of the old user to the new user.

How to restrict users sharing access:

If you have set everything based on the rules and tips provided and you still not get the desired results please check the following:

Have you set the default organisation sharing access to private?
Have you disabled View All and Edit All at the Global Permissions for profiles used?
Have you clicked on the Recalculate button after making changes to the organisation sharing access?
Have you disabled the admin option for the users?

The CRM system checks the security system in the following order:

The Global Privileges are checked first. If the Global Privileges are enabled, no other security check will be done. Depending on the settings, any user may view and edit all the data of the CRM System, except the Settings module. At the same time the profile permission overrides the sharing rules, because the CRM system will not include the sharing rules into considerations.
If the Global Privileges are disabled, the system will check for the Tab Privileges at the Profiles. If the Tab Privileges are disabled, a user cannot view a particular modul. At the same time the profile permission also overrides the sharing rules. This is because whatever permission you have in the sharing rules, this will not be taken into considerations if you do not have access to a particular module in first place.
If the Tab Privileges are available, this means that a current user can view a particular model. Now the CRM system checks for the settings of the Sharing Rules.

How to include contacts into a campaign:

Follow these steps if you want to associate a list of contacts to particular campaign:

at the Contacts List View:
- If you do have contacts already in your CRM import your contacts (see section: Export and Import of CRM Data).
- Create a custom view for the imported contacts (see section: Customize Lists).
at the Campaign List View:
- Create a campaign.
- In campaign detail view, scroll down to the Contacts related list (or select the More Information tab).
- In Contacts related list there are three options: Load List | Select Contact | Add Contact
  - Load List: for associating contacts in bulk from the custom view. Select your required custom view to load your contacts list.
  - Select Contact: for selecting a few contacts from the available contact list
  - Add Contact: for adding new contact on-the-fly
- Select the contacts you want to include into your campaign.

How to create additional events to meetings/calls:

If you want to add other event types you need to add such an type to the events picklist. As user with admin privileges goto the Picklist Editor and select the Events module. Add your event type to the picklist.


Example II		Appendix B. Resources