Your own work

Leads, customers, sales documents, projects, tasks, tickets and time, as a member of staff sees them once an administrator has given them access.

The Employee role a workspace starts with has none of the customer-facing modules: no leads, no customers, no estimates or invoices, no projects, tasks, tickets or timesheets (see The Employee role, as shipped). What your salespeople or your delivery team should reach is the business's decision, so an administrator adds it — by editing the role, making a new one, or changing your permissions alone (see Roles and permissions).

This page is about what you see once they have. Each area links to the full description of its screens in the CRM admin pages; here is only what is different when your role is limited. Every grant has two halves, and both show on the screen:

• The abilities — View, Create, Edit, Delete, Export. A missing ability removes its button; the rest of the page stays.
• The scope — whose records. The role editor offers All records, Their teams, Assigned to them, Their clients, Their own records and No access, but each module only the ones that mean something for it. The scope narrows the list itself, its counts, the search box, the dashboard and every export: a record outside it is not greyed out, it is simply not there.

The examples on this page show Alan, whose administrator made him a role called Sales assistant: the Employee role plus leads (Assigned to them), customers (Their own records), estimates and invoices to read (Their clients), projects to read (Assigned to them), tasks and tickets (Assigned to them) and his own time.

A word about "Their teams"

Wherever a scope says Their teams, it means the people who share at least one team with you, and you. Teams are made, and their members chosen, under Organisation → Teams (see Teams); the same teams can be ticked on each person's staff record, in the Teams boxes of the Add staff member and Edit dialogs. Somebody on no team at all has nobody to share one with, so on Their teams they see only what is theirs.

Leads

CRM → Leads, with All leads and Pipeline under it. The screens are described on Leads and customers. The scopes a role can give leads:

A new lead starts assigned to you. With Assigned to them, a lead you create and then assign to a colleague leaves your list when you save it, unless you also put yourself in Also working it.

What each missing ability takes away:

Convert to customer is not a lead ability: it needs Create on Customers & contacts, because converting makes a customer. Without it the button is simply missing, as in the picture above.

Customers

CRM → Customers, described on Leads and customers. The Customers & contacts module offers four scopes — there is no Their clients here, because the customer is the client:

A customer's page shows the Profile, Contacts, Files, Reminders and Notes tabs to anybody who can open it. Every other tab needs its own module: Invoices needs View on invoices, Projects on projects, Tickets on support tickets, and so on — and lists only what your own scope for that kind of record reaches. Being able to open a customer is not being able to see all of its invoices: on Assigned to them for projects, the Projects tab shows only the customer's projects you are on, and Payments only the payments on invoices you can see. Statement needs View on reports, Activity needs View on staff, and Vault needs the separate Customer vault module — being able to read the customer list is deliberately not a way to read a client's passwords. Without Edit on customers there is no Edit on the page and no bulk changes; without Delete, no delete; without Create, no New customer.

Estimates, invoices and other sales documents

Sales & Invoicing in the menu; the screens are on Estimates and proposals and Invoices and money. Estimates, invoices, credit notes, contracts and subscriptions share the same scopes:

Proposals add Assigned to them (proposals assigned to you), and their Their clients also takes in proposals written to a lead assigned to you. Estimate requests on Their clients are those assigned to you or from a customer you work. Payments and Items are all or nothing.

With View alone, as above, there is no New invoice and no editing. The Export button is still there on the invoice list, but holds only PDFs in a zip… — the PDFs of the documents you can see. The spreadsheet exports appear with the Export ability.

Projects

Projects & Deliveries → Projects, described on Projects. Projects offer all six scopes:

Inside a project you can see, its Tasks and Board tabs (and the latest tasks on its overview, and its Gantt chart) list only the tasks you could open from the task list: those your task scope reaches, less private tasks that are not yours. On Assigned to them that is your own tasks on the project, as above; to see the whole project's work, your role needs a wider task scope. The Tasks and Board tabs need View on tasks, Timesheets needs View on timesheets, Tickets and Contracts their own modules, and Activity View on staff. Somebody who is given a task on a project by Assign on their profile is added to the project's Team at the same time, so the project never hides from the person working in it.

Tasks

Projects & Deliveries → Tasks, with All tasks and Board; see Tasks.

The Any project filter on the list, the board and the timeline, and the Project box on the task form and in Add several, offer only the projects your projects scope reaches.

A project set to Hide its tasks from the main task table keeps its tasks off All tasks and the board, for everybody; they are still on the project's own Tasks tab, and in the task list filtered to that project.

Start timer and Log time on a task come from the timesheet module, not the task one: they need Create on timesheets.

Support tickets

Supports & Tickets → Tickets; see Tickets and knowledge base.

Two restrictions narrow tickets further: Only these departments and Only these customer groups. The second hides tickets that belong to no customer at all, such as one from the public form that was never filed against a contact. Being a member of a department under the support desk's settings is a different thing: it decides who is told about new tickets there, not who can see them.

Without Edit on tickets you can read a ticket but not answer it: the Reply box and the Status menu are gone and the Assigned picker is greyed out. Without Delete there is no delete; without Create, no New ticket. Logged time on a ticket follows your timesheet permissions.

Timesheets and timers

Projects & Deliveries → Timesheets; see Time tracking.

• Log time and the timer need Create. A timer is always your own: you start it on a task you can open, and only you can stop it.
• On Their own records the Log time form has no Who field — the entry is yours. On Their teams it lists your teammates, and logging for anybody else is refused with You can only record this for people within your own scope.
• Changing an entry needs Edit, removing one Delete. Time already put on an invoice cannot be removed by anybody: This time has already been invoiced.
• The Task and Project boxes in the dialog, and the Any project and Any task filters on the list, offer only the projects and tasks you could open: your projects and tasks scopes, with other people's private tasks left out.

Limits on top of the scope

Some modules take a further limit, set by the administrator under the module in the role editor. The scope still decides whose records they are; a limit only ever narrows it, and nothing ticked means no limit (see Roles and permissions).

When your permissions are not your role's

An administrator can change one person's access without making a role for them: Permissions on your staff record lets them override single modules (see Changing one person's permissions). An override replaces the role for that module only — its abilities, its scope and its limits — so two people on the same role can see different lists. Colleagues who may edit roles see an Overridden badge beside your role in the staff list. Nobody can change their own permissions, administrators included.

Two workspace switches sit above every role. A module switched off under Settings → Modules is gone for everybody (see Modules and menus), and Settings → Data export can keep the Export button to Administrators only or hide it for everybody, whatever a role allows (see Who sees the Export button).

Why can't I see…?

Addresses on this page

For reference and for anyone scripting against the panel. Everything here needs somebody signed in to the workspace whose role allows it; anybody else is refused.