What are Privacy Levels and Privacy Level Groups?

CRM.COM 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

   1. Click on "ADD" and select between
      1. COMMUNITY
      2. GROUP
      3. UNIT
   2. Use the Search modal to select the Organisational unit you would like to add.
   3. You can select any type of Organisational unit according to the restrictions that you would like to set or none at all.

   

    

6. LOG INFORMATION

   Log information section keeps all the logging information related to the specific record

   • Basic set of information available in all entities
     • Created By User: The user that created the entity
     • Created By Unit: The unit of the user that created the entity
     • Updated By User: The user that last updated the entity
     • Updated by Unit: The unit of the user that last updated the entity
     • Date Created: The date the account was entity
     • Date Updated: The date the account was last entity
       
7. From the Top Menu click on SAVE

Deleting Privacy Levels and Privacy Level Groups

1. Search for the entity that you would like to delete
   Visit  Using Summary Pages   to find out how you can search using CRM.COM Summary Screens
2. Click on the link of the record you would like to delete, to be transferred to the Data Entry page
3. From the actions menu click on "DELETE"
    The entity will be deleted given that the validations are satisfied