User Profiles
Permissions are configured by Administrators according to each User Profile. Within these settings, it’s possible to define what users assigned to that profile can or cannot do — such as create, view, delete, edit, among other actions.
To access the permissions, follow the path:
Administration > User Profiles > Select the desired profile > Client
Within this section, you can configure which clients the user can view, edit, delete, whether they can register companies and people, and the permissions related to client products.
Permission options are based on user-related fields (responsibility/collaboration or teams), as well as some yes-or-no settings (e.g., Does the user have access to the Clients module?).
If the user does not have permission to view a client, they will not be able to see tasks, deals, proposals, or sales linked to that client.
This entity is directly connected to client products, attachments, interaction logs, tasks, sales, and client documents.
Client Product permissions are configured within the Clients permissions section (at the bottom of the field list):
Access to the client's product is only possible if the user has access to the client.
Attachments can be viewed only if the user has access to the entity where the attachment was added. For example: client – only if the user has access to the client; deal – only if the user has access to the deal, and so on.
If the attachment is in the Library, access will depend on the user’s folder permissions.
All users can create Interaction Records in entities they have view permissions for. However, it is possible to define whether a user can edit or delete an interaction record they created.
Task permissions are configured under "Others", where it's possible to define whether the user has access to the module. If access is denied, the calendar will appear empty and a yellow error message will appear in the lower right corner stating that the user cannot access this module.
It is important to note that users only have access to their personal tasks (where they are added as the user), or to tasks linked to clients/deals they have access to (even if they are not added as the user). A user can be added to a task even without permission to view the related deal/client, but they will not be able to access those entities.
Sales Documents and Client Documents are only accessible if the user has view access to the client. However, both have their own permissions for editing, deleting, creating, and sharing.
It is possible to create a sale without a deal, but it is not possible to create a sale without a client.
Fields and permissions
To properly use permissions, it is important to understand the difference between the fields 'Responsible', 'Collaborating Users', and 'Creator'.
The Responsible is the user selected to manage the client. It is an editable field but allows only one value (user).
The Collaborating User field is used when more than one user needs to be responsible for the same client. It is also editable and allows multiple users.
The Creator is the user who originally created the client, and their name is saved for control purposes. It is not an editable field and does not grant access permissions.
My activities vs. All activities
Within the client's page, in the lower right corner, there are two available views: "My activities" and "All activities".
These views determine whether you can see only your own activities or those of all collaborators.
The "All activities" option may not be available to you, depending on the permission settings of your user profile.
In "Others", within the profile permissions, there is the option "Activities that can be viewed".
This option limits your view of the records within the client's page.
View and teams
Within all viewing and permission options, there is the option "Under responsibility of team members". This option puts into practice another key feature of Ploomes: teams.
Each user can be part of a team, and view permissions are based on teams when this option is selected.
To learn more about the Client Product module, click here.
Field permission
There is an option to limit the editing of a field directly within the field settings.
To do this, open the form and edit the field you want to restrict:
You can select which users or teams are allowed to edit this field, as well as enable the edit lock by default and set rules.
For use cases in the Clients module, click here.
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