For Web Client users, contact types use both access rights and Data Change Management to control what users can read, add, edit, and delete for the specific contact type list.
Access rights control the following:
- The users allowed to read the list.
- The users allowed to edit list-specific information (such as additional fields and list-specific phones and addresses).
Data Change Management controls the following:
- The users allowed to request that contacts be submitted or removed from the list.
- Rules that submit changes to a data steward when users change contact fields such as the names and addresses.
Data Change Management is required for contact types.
For Windows Client users, folder access rights determine all access to the folder. Data Change Management is not used in the Windows Client. For details about access rights in the Windows Client, see Access Rights for Folders.
See the following sections:
Access Rights for Contact Types
Although contact types always use Data Change Management for Web Client users, you still need to assign some access rights.
Which Access Rights Apply to Contact Types in the Web Client?
You can grant Web Client users the access to do the following:
| To | The user needs |
|---|---|
| View all the contacts on the list | Read access rights |
| See that a contact type has been applied to a contact | Read access rights |
| See folder-specific information (such as notes or additional fields) for contacts on the list | Read access rights |
|
View activities regarding the contact type. Note that creating activities regarding a contact type is not recommended and is only available within the Windows Client. Web Client users can view and edit these activities, however. |
Read access rights Note that granting this right does not necessarily apply to all activities regarding the contact type. The user creating the activity can determine who is allowed to see it. For details, see “Access to View Activities” in Security for Activities. |
| Edit folder-specific additional field values | Edit additional fields access rights |
| Edit folder-specific notes | Edit notes access rights |
| Edit activities regarding the contact type |
Edit activities access rights Note that granting this right to Web Client users is not recommended. |
| Add list-specific phones and addresses | Add Phones, Add Addresses, or Add Electronic Addresses |
| Edit list-specific phones and addresses | Edit Phones, Edit Addresses, or Edit Electronic Addresses |
| Delete list-specific phones and addresses | Delete Phones, Delete Addresses, or Delete Electronic Addresses |
Which Access Rights Do Not Apply to Contact Types in the Web Client?
The following folder access rights for contact types have no affect in the Web Client because they are managed by Data Change Management:
- Link Into this folder
- Delete contacts
The following folder access rights have no affect in the Web Client because they control changes that are not available in the Web Client:
- Add Contacts (note that this controls sourcing contacts in the folder; users cannot do this from the Web Client)
- Link FROM this folder
- Folder Management
The following add/edit/delete contact detail access rights also do not apply because they control editing folder-specific information that is not available in contact types on the Web Client:
- Name
- Related Contacts
- Activities (note that although Web Client users cannot add activities to contact types, they could edit contact type-specific activities if they were granted the Edit Activities right. In general, to avoid confusion you should not grant users Edit Activities rights on contact types)
- Classifications
Data Change Management for Contact Types
Contact types play a key role in the Data Change Management process. This feature is designed to let your site control the changes that users make to firm contacts, while at the same time allowing users as much flexibility to contribute to the database as possible. By using contact types to determine which contacts require the most review, the data stewards can optimize their resources.
InterAction uses contact types as one component in determining which contacts are subject to the Data Change Management rules. Furthermore, because of the importance of contact types, the Data Change Management rules allow your users to add and remove types for contacts, but at the same time let the data stewards for your organization review and approve changes.
For example, you might want to maintain tight control over any contacts that are classified as Clients, while at the same time be more relaxed about contacts classified as Prospects. Data Change Management can be configured to use different rules for the Client contact type than for the Prospect contact type.
Unlike the other folder classes, contact types always use Data Change Management.
For a brief overview about how Data Change Management works, see About Data Change Management.