- Welcome to the Knowledge Base
- Introduction
- Training
- Desktop Environment
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
-
Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
-
Workbooks Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Gator Popup
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- Using HubSpot with Workbooks
- Event Management
- Compliance Records
- GatorMail Integration
- Opportunities
-
Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
-
Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
-
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
-
Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
-
Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Scribe/Workbooks Connector
- People & Organisations
- Reporting
- Dashboards
- Transaction Documents
- Auditing
-
Configuration
- Introduction to System Administration
- Users & Security
- Database
- Accounting
- Email & Integration
- Customisation
- Automation
- PDF Configuration
- Contact Support
-
Releases & Roadmap
- Roadmap
- March 2021 Release
- December 2020 Release
- September 2020 Release
- April 2020 Release
- January 2020 Release
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
Configuring the Advanced Security Module: Segmenting Users by function
In this example you will be looking at how to change the Permissions of a User for Organisation Records. For this, you will need to have two rulesets, one for Managers and one for Users.
The rules will be as follows:
- Users will be able to only Read & Modify Items that they own.
- Managers will be able to Read, Modify & Delete all items.
You will need to ensure that you have created the appropriate User Groups. Again, they do not necessarily need additional Capabilities but can be used only for segmentation purposes.
Once you have done this you will need to set up the Permissions for these Groups (Start > Configuration > Users & Security > Permissions).
The first thing you will need to do is create a new Ruleset and to do this you will need to select Manage Rulesets:
And then select New Ruleset:
You will only need to create a single Ruleset to create this capability:
You can now save and close these Rulesets and now add a sharing Policy, by selecting Add Sharing Policy:
From this view you will need to fill out the Form and apply your new Ruleset. As you are using Organisation Records, in this example you will need to create a New Sharing Policy that will look like below:
This means that any Organisation created by anyone will have the the sharing permissions of Users and Managers and depending on their User Group they will have different Permissions.
Now that you have created the Ruleset and Sharing Policy you will need to update the Sharing Permissions which can be done through a Bulk Action on the Organisation Landing Page:
Once you select Recalculate permissions it will ask you if you are sure you want to recalculate permissions for all records that are displayed on that landing page. Like any Bulk Action you will be given the option to undo it within 30 days if you need to revert back.
The Bulk Action will run in the background and may take a few minutes to run depending on the number of records that are being recalculated.
NOTE: If you have any Rulesets or Sharing Policies that affect the Everyone Group, these rules will overwrite new capabilities such as this as Permissions work on a cumulative basis, meaning that as they are a member of Everyone they get the permissions of the Everyone group.