Protect Your Valuable Data with Act! - Act Today Protect Your Valuable Data with Act! - Act Today

Protect Your Valuable Data with Act!

One of the major benefits of a CRM is that anything and everything related to your contacts and calendars can be shared with your team.

Although access to all this information helps to improve productivity and customer service, there are reasons why you may want to prohibit access to certain information and/or features within your database.

The Act! security model provides a variety of options for securing your data. Whether you work alone, within a small team, or a large workgroup, Act! can be secured to suit your requirements. Security can be enforced at the database level, feature level, record level, and field level.

This article will help to explain the differences between the different Act! security levels and how they work together to protect your valuable data.

Database Security Roles in Act!

Database Security

Access to an Act database is protected through the use of unique user names. Each person who can access an Act! database is a “user” of that database and assigned a unique user name. A password policy can also be implemented to further restrict database access. A user’s log-on status must be ‘active’ for them to access a database. An administrator can set a user’s log-on access to ‘inactive’ to restrict that user from opening the database, eg. going on leave or moving on from the company. The inactive status releases a licence yet still maintains the users history in the database.

If you are the only user in the database, Act! does not require you to log in unless a password has been specified.

Feature Security

Each Act! user is assigned one of 5 different roles within the database that controls which features (permissions) a user can access; Administrator, Manager, Standard, Restricted and Browse.
Permissions are granted to each user based on role however custom permissions can be granted or withheld from Managers and Standard users to allow them to perform additional tasks. For example, some users may require access to financial data through an Accounting Link or need to manage the email marketing for the business.

An Administrator has the power to create a group of one or more users called ‘Teams’ in order to easily control data and feature access to users.

Here is a summary of the permissions for each role.

Administrator: Administrators hold the highest level of access and is reserved for those users that are responsible for database maintenance, backup, restore and other general database management. The only information the Administrator does not have direct access to is private data of other users.

Manager: Manager users have nearly the same access as the Administrator but are limited in some of the database management and maintenance tools.

Standard: Designed for users who only create, and modify their own records, companies, and groups. Standard users do not need to manage the contacts of other users.

Restricted: Restricted users have very limited access to the database. They are able to add contacts, create activities, create Sales opportunities, send emails and run reports. However, a restricted user cannot add companies or groups and cannot delete data even if they are the owner.

Browse: Browse users are only able to view database information and cannot modify this information in any way however this does include the ability to access to Reports and Word Processing functions. Additionally, custom permissions may be granted by the Administrator to Manager and Standard users to allow for tailored individual needs.

Record Level Security

Record level security in Act! is determined by the “Record Manager” and by User Role. Each user has three levels of access available for Contact, Company, Group and Opportunity records in a shared Act! Premium database:

1. Public access: All users in the database can access a public record.
2. Private access: Only the owner (Record Manager) can access a private record.
3. Limited Access: Allows access to records by designated users and/or teams. All users with administrator roles also can access all limited access records by default as can the Record Manager.

Individual users can manage their own personal contacts by marking them as “Private”. Any activities scheduled with that record are also made private by default. For example, you have an appointment with your doctor…other users can see that you are not available – but cannot see any details – just that it’s “personal”.

An example of the Limited Access feature is a salesperson who wants all new contacts to be accessible only by the “Sales Team.” When the ‘lead’ becomes a customer, the contact is made ‘Public’ so that everyone can see it.

Field-Level Security

Administrators and managers can secure fields by allowing or denying access to specific users or teams using 3 levels of field access:

1. Full Access: User can view and modify data in the field.
2. Read Only Access: User can view data in the field, but not modify it.
3. No Access: User can neither view nor modify data in the field.

Field-Level security is valuable when you want to restrict visibility to fields such as financial data or don’t want individuals to change information in a field.

By using a combination of the different security levels in Act!, you can ensure that you are protecting valuable and confidential information stored within your databases and adhering to any regulatory compliance requirements.

Note: Limited Access and Field Level are security features only available in Act! Premium, Act! Premium for Web and Act! Cloud. For more information on the features differences between products see Act! Pro vs Act! Premium.

For information about Database Security Regulations in Australia, download The Australian Guide to CRM.

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For additional information refer to the Act! Knowledge Base

Security Roles (Permissions) in Act! Answer ID: 15284
How To Set Access Controls for Users in Act! Answer ID: 15228
How to Manage Field Level Security in Act! Answer ID: 19185

SPEAK TO AN ACT! SPECIALIST in Australia 1300 362 046

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