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CRM Field-level Permissions

The fields in CRM/Deal/Pipeline are editable by users as default. The task is to separate rights to fill CRM Deal fields and prevent editing of the fields by someone who is not the owner. It means that one user can edit certain fields, while can't edit the other fields. Another user can edit some other fields while the rest of the fields can't be edited by this user. We often heard a wish to have such an option from our clients. The inquiry to control employees at every work stage is widespread. That task was implemented by INTERVOLGARU for one big company.

Permissions based on user groups

The main task was to develop permissions for user to change values of fields. It allows administrators to restrict field value changing of CRM Deal and Contact basing on user group. We developed a functional module which includes the next options: 

  1. Field value change is allowed for current user if they belong to a group whose members are allowed to change the value of the specific field. 

  2. Any combination of Deal Field, Deal Stage, Deal Pipeline has its own set of user groups which are allowed to change the field’s value. 

  3. Each Contact Field has its own set of user groups which are allowed to change the field’s value.

  4. Custom deal and contact fields are supported as well as the built-in fields.

Permissions are checked right before the operation invocation and the operation continues with those fields which are permitted to edit. Restrictions do not apply to members of the ‘Administrators’ group, so the functionality of administrator role is maintained.

For users’ convenience on the CRM Deal details page, when Editing mode is activated, only field values are displayed instead of input controls for the fields which are not allowed to edit. For example, if a current user is not allowed to change the value of ‘Name’ field, the form should look as on the following picture:


The same applies to CRM Contact form. Field edit permissions are configured in the administrative Control Panel.

The page is as follows:



When the ‘plus’ button is clicked a standard group selector appears.


The administrator should select one or more user groups and click ‘Select’ button. These groups will be granted with permission to edit a certain field.

Field visibility management

The second step of development was the field visibility management implementation. For users’ convenience and confidential information security the module is enhanced with the ability to define users who can view CRM Deal and Contact fields. The module allows administrators to restrict CRM Deal and CRM Contact field visibility on user group basis.

  1. Field is visible for current user if he is a member of the group whose members are allowed to view the specific field.

  2. Any combination of Deal Field, Deal Stage, Deal Pipeline has its own set of user groups which are allowed to the field.

  3. Custom deal and contact fields are supported as well as the built-in fields.

Restrictions do not apply to members of the ‘Administrators’ group as usual.

So a user can view only those fields which are ‘visible to’ one or more groups the user belongs to:

1. In the list view of CRM Deals and Contacts.

Contact type is visible to current user

Contact type is not visible to current user

   

   


2. In the detailed view of CRM Deal and CRM Contact.

Contact type is visible to current user

Contact type is not visible to current user

   



3. In the detailed view of CRM Deal and CRM Contact (when Editing mode is activated).

Contact type is visible to current user

Contact type is not visible to current user

   

   



4. On ‘Deals’ tab of CRM Contact.

Deal Created date is visible to current user

Deal Created date is not visible to current user


   


A user cannot select the fields which he is not allowed to view.

1. There are no such fields in List View Settings.

ID is visible to current user

ID is not visible to current user

   

   



2. There are no such fields in ‘Select field’ menu on details page for both View and Editing modes.

Contact type is visible to current user

Contact type is not visible to current user

   

   


Besides the module is enabled to support restrictions for Bitrix24 Mobile application. The module allows administrators to restrict CRM Deal and CRM Contact field visibility and field value change on user group basis in Mobile application.

Results

The module makes it possible to split responsibility for Deal and Deal stage among several employees. At the same time every stage of a deal can have its own person in charge.

Sharing rights to fill and edit CRM Deal field, sharing rights for visibility of fields by groups allows:

  • clarifying responsibility for operations by employees, 

  • preventing dissemination of confidential information, 

  • distributing deal fields filling by employees.

The rights are flexibly configured, which allows to include and exclude any employees at the right moment.


Does your company have the same or similar issue? Do you need CRM but you don’t find the proper one? Just call INTERVOLGARU.