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Back to Security Management Main Page 

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Learn how you can configure Privacy Levels and to configure Privacy Level Groups.

What does this section cover?

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Table of Contents

Table of Contents
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Navigating to Privacy Level Groups

Info

FOUNDATION > SECURITY MANAGEMENT > SET UP PRIVACY LEVEL GROUPS

What are Privacy

Levels and Privacy

Level Groups?

CRM.COM allows you to set Privacy Levels that provide the ability to control Privacy Level Groups are used to categorise the System's Privacy Levels.  Privacy Levels are assigned to individual records of Explicit Viewing Entities (either manually, via a dedicated action or automatically by PLARs) and are used to control the access to data and to define 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

between Organisational Units.

For more information on how Privacy Levels and Privacy Level Groups can control the sharing of data between Organisational Units, view Group Collaboration Profiles.

Privacy Levels have a flat structure and their hierarchy level is represented by a numeric value.

Organizational Units having

Larger Privacy Level numbers denote higher privacy; Users that belong to Organisational Units that have 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 specific Privacy Level (e.g. Privacy Level 5)  can access all records of that Privacy Level and below.

    Multiple Privacy level can be defined in the system

    Privacy Level Groups are a Controlled Selection Access Entity, meaning that the privacy levels belonging on each group ; each Group's Privacy Levels can be used by multiple Organizational Organisational 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

    ActionValidationsGeneral
    • Not applicable
    Create
  • Multiple Privacy Level groups can be defined in the system with unique name and alternative code

    • restrictions apply.

    • Navigate to Privacy Level Groups and explore existing entries via the Summary page.  
    • Click on the link (Name or Number) of the entry of your interest to enter the Data Entry page and see more detail. 
    • Use the Actions Menu to create a NEW Privacy Level Group and its related Privacy Levels, modify (EDIT) or DELETE  an existing one.  
    • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Privacy Level Group.

    Check the Validations Table below for a list of available Actions and related validations when working with Privacy Level Groups. View the Attributes Table for a comprehensive description of the Privacy Level Group fields.

    PRIVACY LEVEL GROUPSImage Added

    Anchor
    validations
    validations
    Validations

    ActionValidations
    Create
    • Mandatory fields must be defined.
    • Multiple Privacy Level Groups can be defined in the System with a unique Name and Alternative Code.
    • Multiple Privacy Level can be defined in the System, but each one should be contained within a privacy level groupPrivacy Level Group.
    Edit
    • Not applicableMandatory fields must be defined.
    Delete
    • Privacy level groupsLevel Groups cannot be deleted if it contains privacy levelsthey have defined Privacy Levels.
    • Privacy levelsLevels cannot be deleted if they are already used by an entity , unless if the entity is deleted as well.
    Save
    • Privacy Level - Mandatory Fields:
      • Name
      • Hierarchy Level
    • Privacy Level Group - Mandatory Fields:
      • Name
      • Hierarchy Level
    Privacy Levels attributes 

    Anchor
    attributes
    attributes
     Attributes

    An * indicates a field is mandatory.

    An auto generated number that identifies the privacy level

    Name

    Description

    		Number
    Main Information
    Name*The privacy level name Hierarchy Level*The hierarchy level of the privacy level.
    DescriptionA description of the privacy level

    Privacy Level Groups attributes

    Include PageSetting Allowed Organisation Units - GlobalSetting Allowed Organisation Units - Global

    LOG INFORMATION

    Include PageLog Information - GlobalLog Information - Global
  • From the Top Menu click on SAVE

    • Deleting Privacy Levels and Privacy Level Groups

    Include PageDeleting a record - GlobalDeleting a record - Global NoteVisit Understanding Security Management for business examples related to Privacy Levels and Privacy Level Groups
    Alternative code

    Name

    Description

    Name*The name of the privacy level group
    Privacy Level Group.
    Alternative Code*The alternative code of the privacy level groupPrivacy Level Group.
    DescriptionA description of the privacy level groupPrivacy Level Group.
    Privacy levelsLevels

    A list of all

    privacy levels

    Privacy Levels which are included in the

    group
    Allowed Organisation UnitsA list of communities, groups or units that can use the specific privacy level group

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

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

  • MAIN INFORMATION

    1. Provide the required information

      1. Name

      2. Alternative Code

      3. Description

        Privacy Level Groups - Main InformationImage Removed

  • 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

        Privacy Level Groups - Privacy LevelsImage Removed

    • ALLOWED ORGANISATIONAL UNITS

    Group.

    Name

    Description

    NumberAn auto-generated number that identifies the Privacy Level.
    Name*The Privacy Level Name.
    Hierarchy Level*

    The hierarchy level of the Privacy Level.

    Larger Privacy Level numbers denote higher privacy; Users that belong to Organisational Units that have access to records of a specific Privacy Level (e.g. Privacy Level 5) can access all records of that Privacy Level and below.

    DescriptionA description of the Privacy Level.
    Allowed Organisation Units
    Allowed Organisation UnitsA list of Communities, Groups or Units that can use the specific Privacy Level Group.
    Log Information
    Log DetailsThe standard set of Log Details information available in all entities.
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