Access rights in InterAction are managed at the folder level. Each folder has its own set of access rights that control what users can read, add, edit, and delete for the contacts in the folder.
When working with Web Client profiles, folder access rights control access to the InterAction data displayed on the profile. Access rights in InterAction are very granular. The primary folder access rights that come into play with profiles are the following:
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Read access to the folder. This determines which users are allowed to see any of the data stored in the folder. Users without this access for a folder cannot see any “profile attributes” that come from that folder. These attributes can include folder-specific additional fields and folder-specific notes.
Furthermore, users without read access to the folder that defines the profile criteria will not be able to see the entire profile at all.
For example, the Clients contact type determines which contacts have the Client profile. A user with no read access to the Clients contact will therefore never see the Client profile for any contacts.
- Edit additional fields access. This determines which users are allowed to edit the values for the folder-specific additional fields. Users without this access cannot edit any of the folder-specific additional fields from the folder.
- Edit notes access. This determines which users are allowed to edit folder-specific notes. Users without this access for a folder cannot edit the folder-specific notes from the folder.
A Web Client profile typically brings together information from several different folders. Therefore, when the application displays the profile for a contact, the access rights that control what the current user can see and edit may be coming from different places.
Rules for Displaying Folder-Specific Information in Web Client Profiles
Web Client uses the following rules to determine what users can see when displaying Web Client profiles.
When discussing “profile attributes,” this refers to either additional fields or notes that have been included on a profile. Access rights for an individual “profile attribute” are defined by the folder in which the attribute is defined.
- If a user does not have read access to a particular profile attribute, the item is completely hidden (both the field label and the value).
- If a user does not have access to any of the profile attributes for a particular profile, the entire profile doesn’t show up for any contacts.
- Profile items can be organized under headings. If a user does not have access to any of the items under a heading, then the heading and all items below it are completely hidden.
- It is possible for a user to have access to some of the attributes on a profile, but not any of the items displayed on the summary version of the profile. You should try to avoid this situation when defining profiles, since it forces users to view the full-page profile instead of the summary view.
- Both the summary and full page versions of a profile include an “Edit” link. Selecting this link displays a page for editing the profile information. A user can only edit attributes for which he or she has edit access.
User without Access to Summary Profile Attributes
[A] The Client Personnel profile has been incorrectly defined to display only the Client Financial Information fields. This user does not have Read access to these fields, so the summary displays no information.
[B] The profile fields the user does have access to see are only accessible on the full page profile.
Editing Profile Information
[A] The Edit Profile link is available on the View Profiles page. It is also available on the summary profile area on the Overview page. Choosing this link displays the Edit Profiles page.
[B] The logged on user (Ed Roberts) has access to edit these fields from the Client Information folder.
[C] Ed does not have access to edit these fields from the Client Financial Information folder. The fields are displayed in a read-only format and two asterisks (**) indicate that the fields are not editable.
Examples of Access Rights and Web Client Profiles
The Client profile includes several fields from the Client Information folder (such as “Date Became Client”) and some fields from the Client Financial Information folder (such as “YTD Revenue”).
This profile will appear differently to users with different access rights to these two folders:
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Ed Roberts has read access to both of the folders. Therefore, he sees the full profile for each contact classified as a client.
Ed also has edit additional field access to the Client Information folder, but not the Client Financial Information folder. Therefore, the Edit Profile page only allows him to edit the fields from the Client Information folder.
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Lisa Short has read access to the Client Information folder, but not Client Financial Information. Therefore, she can see the first two sections of the profile (the information under the Client Profile and All Client Numbers headings), but the entire Client Financial Information heading does not appear.
She does not have edit additional fields access to either folder, so she does not see the Edit link on the profile page.