InterAction provides security to control who can view, add, edit, and delete activities.
See the following topics:
Access to View Activities
When creating a new activity, the activity’s originator can specify which users should be allowed to view the activity by selecting an option from the Who can see this drop-down list.
The originator for an activity is the person who created the activity.
| Option | Meaning |
|---|---|
| Everyone | All InterAction users can view the activity. |
| Only Me |
Only the current user and his or her proxies can view the activity. Note that this option is not available when creating or editing activities in the Windows Client. |
| Specific group | All members of the group can view the activity. The user can select from any group for which he or she is a member. |
| Marketing list / Working list / folder determines |
Normal folder access rights are used to determine who can view the activity. Only users with Read access to the folder can see the activity. This option is only available for activities that are regarding a specific folder. |
You can set the default value for the Who can see this field to Everyone, Only Me, or No Default. For details, see “Available Activity Defaults” in Configure General Settings for Activities & Appointments.
If a user has sufficient access to view an activity, that user can see all of the information associated with it, regardless of any other access rights.
For example, assume Ed Roberts does not have any access to the marketing list Technology Newsletter. Normally he cannot see this folder or any contacts in it. The user Lisa Short creates an activity regarding this marketing list and sets the Who can see this option to Everyone. Ed can see this activity. This means he can see all of the following:
- The names of the contacts on the activity. This includes any folder-specific contacts in the Technology Newsletter that Ed normally would not be able to see. However, he can only see the name information displayed on the activity—he cannot view the details about these contacts.
- The name of the folder the activity is regarding (Technology Newsletter).
Designating Which Users Can View an Activity
[A] Select the users or group who should be allowed to see this activity.
[B] Since this activity is specific to the Technology Newsletter marketing list, the option Marketing List determines is available. Select this to use normal folder access rights to determine access to the activity.
[C] In this example, the user editing this activity is a member of the group Professionals. Therefore, this group is included in the list. Select this to restrict access to the activity to members of this group.
Access to Create Activities
Access to add new activities to InterAction depends on the kind of activity and the user’s access settings.
-
All users can create activities that are regarding contacts.
When creating an activity that is regarding contacts, the user can add any contacts they have access to see. This can be a mix of contacts in the firm list, contacts in the user’s list, and contacts stored in InterAction folders.
- Only users with Add Activity access rights to a folder can create activities regarding that folder.
Access to Edit and Delete Activities
Access to edit or delete an existing activity depends on the kind of activity and the user’s access settings.
When creating a new activity, the activity’s originator can select the Only allow me to edit this check box. If this is selected, only the originator and his or her proxies can edit the activity, regardless of any other settings. The Only allow me to edit this option overrides all other edit security on the activity.
For activities that don’t have the Only allow me to edit this check box selected, the following rules apply:
- For activities regarding contacts (“global” activities), all users who can see the activity can also edit or delete it. Therefore, if the activity has the Who can see this option set to Everyone, all InterAction users can edit it. In contrast, if the Who can see this option is set to a specific user group, only the members of that group can edit it.
- For activities regarding a folder, only users with the Edit Activities access rights can edit the activity. Only users with the Delete Activities access rights can delete the activity.
- For activities regarding a matter, opportunity, or engagement, security settings configured for the module apply. See the documentation provided with the module for details.
Note that the Only allow me to edit this check box does not apply to appointments. Only the originator of an appointment can edit the appointment.