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Back to Network Management Main Page

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Understand the usage of Network Management within CRM.COM

What does this section cover?

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Table of Contents

Table of Contents
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What is Network Management?

Network Management is a module is used to organize your organise a business into Communities, Groups , and Units (aka which are Organisational Units ) and to define how they should collaborate between them, in order to provide the correct level of access to data, according to which organisational unit you belong. Within the Network Management module you have functionality that can be set up to define additional restrictions based on various conditions such as restricting viewing access to specific fields or actions based on entity or organisational conditions,create various automations, such as assignment of tasks to users based on their geographical area, and various other functions, that increase flexibility on definition of access rights within the systemthat represent company departments and hierarchies. Network Management administers Record Level access rights, the access right associated with a User handling a specific Accounts Receivable (not Module and Feature Level access rights which are those of a User accessing the Accounts Receivable module through the Menu). Collaborations can also be set up to enable the sharing of restricted data among departments. 

Note

For information on setting up 'Module Level' restrictions and access rights, view Security Management.

Network Management Glossary

TermsDescriptions
Organisational UnitOrganisational Units are used to organize Used to organise the company’s network and define the collaboration between themUnits. Communities, Groups and Units are all considered organisational unitsOrganisational Units.

Community

 

A Community represents Represents a body of users Users which belong to one or more collaborating business departments, following and follow common or similar business processes, and collaborating with each other.
GroupA Group represents Represents a body of users Users which belong to the same department and to one or multiple collaborating teams within the that department, following and follow common business processes, and collaborating with each other.
Unit

A Unit represents Represents a body of users Users which belong in on the same team , following exactly the same and follow identical business processes, without differentiating in any way.

Collaboration
  1. The
ability to:
  1. Share data sharing between Communities or Groups in order of data to be viewed, modified, or assignedShare .
  2. The organisation within a Community or Group of its consisting Groups, Units or Users between Communities or Groups in order to be used to define ownership or assignmentsand Users (defining ownership and assignments).

Privacy Level

Privacy Levels are used Used to control the access to data and how they can be shared within organizational units, and sharing of, data within Organisational Units.

Network Management Key Processes and Concepts

Processes / ConceptDescription
Defining Privacy LevelSharing of data between Groups based on Privacy Levels

Privacy Level can be understood as represents a simple value that has no effect on a record but is required by more complex CRM.COM processes to define distinct access level levels to records, based on the collaboration of Organisational Units. Privacy Level by itself it has no effect on the record.For example, take the following scenarioSee example below:

Assume you have 2 departments, and each department has access only to Accounts of its own department. Now the 2 departments have merged and they there are two departments with each having access solely to its own Accounts. The two departments merge and should share their data, apart from accounts that belong to people that have signed with the exception of accounts with a non-disclosure agreement , and their whose data is only to be accessed by the initial department.

In the scenario described above example, the sensitive data which are the accounts, will need to should be marked with a High Privacy levelLevel. Once the Group collaboration Collaboration rules are set up , so that the 2 two departments can share data, the records with High Privacy Level can be excluded from the collaboration, so that their access will remain remains restricted to the initial groupGroup.

Defining Collaboration of Organisational Units

CRM.COM provides the possibility to create collaborations between communities or between groups. This feature will allow different groups or communities to create/view/edit information that in the first place only one of the collaborative bodies would be able to do so.

Visit Setting up Community Collaboration Profiles to find out more information on defining collaboration between Communities

Visit Setting up Group Collaboration Profiles to find out more information on defining collaboration between Communities
Note

View Setting up Group Collaboration Profiles and Setting up Privacy Level Assignment Rules (PLARs) and Setting Privacy Level for more information.

Network Management Entity TypesDifferent behaviors related to access rights, within CRM.COM Network Entity types Types are used to categorize and control access to CRM.COM entitiesEntities/modules , as well as and define the global behavior behaviour of these entities based on their network entity type, Entities within the systemSystem.
Working with CRM.COM Organisational Units

You have the option to set up CRM.COM can be set up in such a way , as to mimic simulate the structure of your a company, and base your establishing access levels within the system System based on this structure. In more detail there are 3 There are three levels of OU- Organisational Units (OUs):

  • Communities
    • Multiple single layer Communities can exist.
    • Each Community can have multiple single layer Groups.
  • Groups
    • A Group can belong to only to one Community.
    • Each Group can have multiple Units.
  • Units
    • A Unit can belong to only to one Group.
    • Units are build in follow a hierarchical structure, meaning that ; each Unit can have sub unitsSub-Units.
    • Each Unit can have multiple Users.
    • Users can belong to multiple Units, therefore and consequently to multiple Groups or Communities.
    • Users login to log into the system System by selecting one of the Units that they belong to.

Network

Management - Network Characteristics

Management Access & Viewing Controls

Business Network Characteristics define the level of access for each record. i.e. Whether , whether it will be available for selection, for viewing or editing etc.

EntityNetwork CharacteristicsDescription
Units
  • Viewed by Users which access the System using the specific Unit, or Users using a Unit that belongs to the same Group as the specific Unit, or Users using a Unit that belongs to a Group that collaborates with the Group that the specific Unit belongs to (provided "Share My Units" is selected), or by a Super User.
Groups
  • Viewed by Users which access the System using a Unit that belongs to the specific Group, or Users using a Unit that belongs to a Group that collaborates with the specific Group (provided "Share My Group" is selected), or by a Super User.
Communities
  • Viewed by Users which access the System by using a Unit that belongs to the specific Community, or by a Super User.

Network Management  Related Modules

Interaction EntityHowInteraction of Network Management with the Entity
All CRM.COM entitiesNetwork Management interacts with all CRM.COM modules as it is responsible for defining access level rights.
Explicit Viewing Access Entities

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Implicit Viewing Access Entities

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Assignable Entities

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Controlled Selection Access Entities

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Network Management  - Business Examples

The following section provides business examples to help you understand of how the CRM.COM Network Management  module module is used.

Set up Network Management for your business network

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titleCompany ZX wants to set up its organisation network management

Business Requirement

Company ZX would like wants to set up its Network Management for two organisational units: external and internal Organisational Units (External and Internal) with the following structure provided in the following diagram:

Organisation HierarchyImage Modified

CRM.COM Solution

Configuration 

  • Create a
    • community for external organisational units
  • Community for External Organisational Units.
    • Classify the
    • community
    • Community as
    • external
    • External.
  • Create a
    • community for internal organisational units
  • Community for Internal Organisational Units.
    • Classify the
    • community
    • Community as
    • internal
    • Internal.
  • Add
    • groups
  • Groups on the
    • internal community
  • Internal Community (
    • within
  • through the
    • community
  • Community page).
    • Add a
    • groups
    • Groups for managers, classify it as
    • internal
    • Internal.
    • Add a
    • group for sales manager
    • Group forsalesmanager, classify it as
    • internal
    • Internal.
    • Add a
    • group
    • Group for sales branch 1, classify it as
    • internal
    • Internal.
    • Add a
    • group
    • Group for sales branch 2, classify it as
    • internal
    • Internal.
    • Add a
    • group
    • Group for finance, classify it as
    • internal
    • Internal.
  • Add
    • groups on the external community (within the groups page)
  • Groups to the External Community (through the Groups page).
    • Add a
    • group
    • Group for sales partner 1, classify as
    • external
    • External.
    • Add a
    • group
    • Group for sales partner 2, classify as
    • external
    • External.
  • Add
    • units
  • Units on sales branch 1 (
    • within
  • through the
    • groups
  • Groups page).
    • Add operators sales branch 1
    • unit
    • Unit.
    • Add team leaders sales branch 1
    • unit
    • Unit.
  • Repeat the same for internal Internal and external groups External Groups (within through the units Units page).
  • Add a
    • sub unit
  • Sub-Unit for each
    • operators
  • operator sale branch.
    • Add call
    • operators sub unit
    • operator Sub-Unit.
    • Add vehicle
    • operators sub unit
    • operator Sub-Unit.
  • Add
    • users
  • Users in each
    • unit
  • Unit.
    • Add Call
    • Operators
    • Operator Users.
    • Add Vehicle
    • Operators
    • Operator Users.

Set up Automatic Group Assignment

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titleSet up Automatic Group Assignment

Business Requirement

Company ZX would like wants to set the 'Owned By Group' of all the applicable entities based on the their Geographical area they belong to. They have 3 Owned by Groups, . There are three 'Owned By Groups': London, Birmingham and Manchester.

  • London Metropolitan Area
    • Southend 
    • Chatham 
    • Luton/Dunstable
    • Reading
  • Birmingham metropolitan area
    • Coventry
    • Nuneaton
    • Redditch
    • Kidderminster
  • Manchester metropolitan area
    • Manchester
    • Macclesfield 

CRM.COM Solution

  • Configuration
    • Create 3 groups Groups in the systemSystem
      • London
      • Birmingham 
      • Manchester
    • For all of the groups Groups select the option: Set as Owner Group Automatically Based on Covered Geographical Areas.
    • In the Geographical area of each of the Groups provide the related towns as in the screenshots below.
     
Note

More Information on Setting Up Automatic Group Assignment can be found at : Creating Managing Group.

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