Roles Management

The Roles Management function will allow you to create new Roles that can be added to your users and defines what information they will have access to with their Role.
 

For example a Super Administrator could have access to ALL levels of functionality and features available in your Sugar CRM database while you could create additional roles for different levels of employees, which could restrict what they could have access to.

This is extremely helpful if you have assistants, etc but only wish for them to be able to access bits and pieces of information in your database that is specific to their job function.

Creating new Roles

To create a new role the first thing you want to do is click on the link that says “Create Role. This will open a simple form where you enter a minimal amount of detail such as a name and description for this role. After you enter that information simply click save and your role will now be listed under the “List Roles” section.

 

In order to define what features this role will allow access to, navigate to your “List Roles” link and then click on the Role that you want to edit.

 

A screen will appear as well as a table of cells that will allow you to define what this Role will Allow access to.  Simply clicking on the field that says “Not Set” and using the drop down menu to edit the access level can change these. For example you may want to prevent a Role from viewing accounts other than the accounts they are assigned, you would set this under “View> Owner”.

Once you have set all the access levels to your liking you can click save and the Role can be added to your users when you are viewing them in Edit Mode under the Access Tab.

Multiple Roles can be assigned to users, but when you add a role to a user, the Role with the MOST RESTRICTIVE access prevails.

With this being the case, you may simply want to set up Roles that would simply restrict access to certain features of Sugar CRM and then assign those to your lower level users to restrict functions rather that assigning Roles which give them more access.

It may be worth reviewing the two default roles, which are Super Administrator and Default User. From here you can determine which Roles you would like to set up to take away privileges from those two main access levels.