Act! is a workaround application, which means everyone sees everything. There are more than enough reasons to prohibit this policy. This article about Act! security and access permission will bring this to light. In Act! there are multiple user roles, these limit functionalities more than access permission for data.
In Act! Pro there is a function with which you can exclude certain users from certain data sets (e.g. a sales representative, who works in a northern state doesn’t need to see customer data from the south.) This limitation doesn’t necessarily have to do with lacking trust in these employees/ colleagues. It is simply more manageable when an employee only see the contacts and companies that he works with.
For Act! Pro & Act! Premium you can define in the remote databases which data sets are to be synchronized. The SQL database, which is on the sales rep’s notebook, is secured with a password so he cannot access the SQL directly.
Act! access permission: What is the user allowed to do?
You can define for every single Act! user if the employee can export data, delete contacts and so on.
In addition you can give an Act! user permission to read all data but prohibit him from making any changes in the CRM-system. Should the “read-only-permission” only apply to certain fields you can set up write-protection on field level (user and team level).
If however you want to prohibit the user to change certain fields, except when he is the record manager for that contact, then an add-on such as LAYOUT|SWITCH can help your out.
You want to limit an employee’s access to notes/histories/opportunities and/or private data? Then the easiest way is to set up a fitting layout that doesn’t show these tabs. Our add-on LAYOUT|SWITCH allows you to set different layouts for different conditions.
Applicability of the add-on LAYOUT|SWITCH:
- Contact is a customer, but the employee is not the record manager of that contact: Display of limited data in the mask
- Contact is a supplier: Display of histories but not notes
- Contact is an employee: Display only contact data but not histories, notes et cetera
- A delivery block was set up for customers (Info comes from your ERP-system which is synchronized with Act! from the DATA|SUITE ): Contact is displayed in red. [/spoiler]