The purpose of this document is to provide the Administrative users of Tour de Force with an overview associated with the functionality related to Account Based Permissions, as well as to give instructions and examples related to setting up permissions to the Tour de Force data based on any User Defined Field or UDF associated with the Account form.
This technical bulletin contains the following sections:
- Overview of Account Based Permissions
- Setting Up Account Based Permissions
Overview of Account Based Permissions
In the previous versions of Tour de Force, permissions to the data were granted to users based on the Account Packages and the Permission Sets in the Group Permissions utility.
In v5.x of Tour de Force, permissions to the information can also be based on any User Defined Field related to the Account form.
This feature is extremely valuable when product managers only need permissions to Account records associated with a specific industry, account classification, or product group. For example, a product manager that is responsible for only automotive customers and prospects can be set up to only have access to these Account records using the Permissions (UDF) tab in the Group Permissions utility.
The functionality associated with Account Based Permissions is also very useful when multiple salespeople exist in an Account Package, territory, or region, and an Account Manager or Sales Manager field has been added to the Account form in Tour de Force to identify the salesperson responsible for managing the customer or the prospect.
For example, permissions to the data associated with Tour de Force can be restricted based on the values associated with that Sales Manager field.
Note: Account Based Permissions work in conjunction with Account Package Permissions, not separately.
Setting Up Account Based Permissions
The Administrative users of Tour de Force have the ability to restrict or grant permissions to data based on any User Defined Field or UDF associated with the Account form.
Use the following procedures to set up Account Based Permissions for all Account Packages for one user based on an account classification:
Note: The Account Classification field is a User Defined Field associated with the Account form.
- Access the Administration Console associated with Tour de Force.
- Expand the Users, Permissions, and Organizational Structure option.
- After selecting the Group Permissions option, click the Launch: Group Permission button.
- Click the Add Group button.
- In the Group Name window, type a name or description to associate with the new group and then click the OK button.
For example, type Product Manager - Automotive.
- If the user needs access to data associated with all of the Account Packages in Tour de Force, then check the Apply to All Account Packages field.
- In the Permission Set field, set the appropriate Permission Set for the user.
For example, select TdF Power Set.
- Click the Permissions (UDF) tab.
- Click the Plus to apply a filter based on any User Defined Field associated with the Account form.
- Click the Filter field to display a list of User Defined Fields associated with the Account form.
- Select the appropriate User Defined Field from the list.
For example, select Account Classification.
- Click the Operator field.
- Select the Operator of Equals.
- Click the Value field.
- In the Value field, select the appropriate option to associate with the group.
For example, select Automotive.
Note: Since the Account Classification field associated with the Account form is a Control Type of DropDownList, all of the values related to the Account Classification field display when the drop down arrow is clicked.
- Click the Save button.
- Click the Users tab to associate users to the group.
- Check the In Group field for the user or users to associate with the group.
For example, check Dan Shawver.
These procedures granted the user access to all of the Account records associated with the Account Classification of Automotive for all of the Account Packages related to Tour de Force.
To restrict the user to a specific Account Root or Branch, only apply the appropriate Permission Set to the Account Packages in the Group Permissions utility.
For example, to restrict users to only the data related to the Account Classification of Automotive associated with the Toledo Branch, set the appropriate Permission Set.
Version: 5.x of Using Account Based Permissions
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