What does this section cover?

What are Privacy Levels and Privacy Level Groups?

CRM.COM software allows you to set Privacy Levels that provide the ability to control access to data and how it can be shared within organizational units.  

Each record in the system can either have its own privacy level or inherit it from another entity. Entities that have their own Privacy Levels, you have the option to change them by a dedicated action. 

• Privacy levels have a flat structure and their level is represented by a numeric value.
• Organizational Units having access to records of a specific privacy level can access any record having that level or any records having a privacy level with smaller numeric level value than that privacy level.
• Multiple privacy level can be defined in the system, but each one should be contained within a privacy level group.
• Privacy levels can be used in all Explicit Viewing Access Entities.
• Privacy levels cannot be deleted if they are already used by an entity, unless if the entity is deleted as well.
• Each privacy level falls within a Privacy Level Group. Multiple Privacy Levels can exist at the same time. 

Privacy Level Groups are used to group privacy levels. Privacy level groups are a Controlled Selection Access Entity, meaning that the privacy levels belonging on each group can be used by multiple Organizational Units, but in a restricted way.

• Multiple privacy level groups can be defined in the system.
• Each privacy level group can contain multiple privacy levels.
• Privacy level groups cannot be deleted if it contains privacy level groups.

Creating, Editing & Deleting Validations & Restrictions

Privacy Levels attributes 

Privacy Level Groups attributes

Defining your own Privacy Levels and Privacy Level Groups tailored to your company's needs

1. Navigate to FOUNDATION > SECURITY MANAGEMENT > SET UP PRIVACY LEVEL GROUPS 
2. Either search for an existing one or from the Top Menu click on NEW 

3. MAIN INFORMATION

   1. Provide the required information

      1. Name

      2. Alternative Code

      3. Description

         

4. PRIVACY LEVELS

   1. Click on ADD and provide the Required Information

      1. Name

      2. Hierarchy Level: The hierarchy level of the privacy level. The bigger the number the higher the Access.

      3. Description

         

5. ALLOWED ORGANISATIONAL UNITS

   Include Page
   Setting Allowed Organisation Units - Global Setting Allowed Organisation Units - Global

6. LOG INFORMATION

   Include Page
   Log Information - Global Log Information - Global

7. From the Top Menu click on SaveSAVE

Deleting Privacy Levels and Privacy Level Groups