User and Role Setup Template

User Management & Access Control Template
Use this template to help you set up the users, roles, access profiles, and groups for your organization. Each sheet in this workbook will assist you in working through part
of the process. The sheets are defined below:
Access Profile Management: Use this template to name and define access profiles for your users. You must define your access profiles before you can fully define the
roles for your organization.
Access Profiles - Related Info: Use this template to define the related information access to be granted for each record type in each access profile.
1-Role Names: Use this template to outline the roles for your organization. This is the first step in role creation.
2-Record Type Access: Use this template to define if each role "Has Access?", "Can Create?" and/or "Can Read All Records?" for each record type. To get a definition of
each of these access levels, see the Access Level Definitions sheet.
3-Access Profiles: Use this template to assign each role a default and owner access profile.
4-Privileges: Use this template to define the system privileges that will be granted for each role.
5-Tab Access and Order: Use this template define the order and availability of tabs in CRM On Demand. The tab order and availability may be different for each role.
6-Page Layout Assignment: Use this sheet to assign custom page layouts to related record types. Note: Page layouts for each record type are created at the
Application Customization area.
7-Search Layout Assignment: Use this sheet to set up specific search fields and search results layouts for different record types. Note: Search layouts for each record
type are created at the Application Customization area.
9-Homepage Layout Assignment: Use this sheet to configure custom homepage layouts to related record types. Note: Homepage layouts for each record type are
created at the Application Customization area.
User Information: Use this sheet to document information about your organization's users. This sheet may be used whether you are importing or not. See the instructions
on the sheet, as there are rows and columns that you must delete if you choose to use the sheet for import.
Access Level Definitions: This sheet is for your reference. Refer to this sheet to see the definition for each access level you may define for record type access.
Your edition of Oracle CRM On Demand might have additional record types not represented here, so compare your instance of the application with these worksheets, and
modify the worksheets as needed.
For more information on customizing users, roles, access profiles, and groups in Industry Editions, refer to the Oracle CRM On Demand Documentation Library on the
Oracle Technology Network (OTN) for these helpful resources:
- Oracle CRM On Demand for Partner Relationship Management Configuration Guide (PDF)
- Configuration Guide for Oracle CRM On Demand Financial Services Edition (PDF)
- Configuration Guide for Oracle CRM On Demand Life Sciences Edition (PDF)
User and Role Setup Template

Overview
Copyright 2010, Oracle.

All rights reserved.
Access Profile Name
Grantab
le to Grantab
Team
le to
Dis
Member Book abl
Description
s
Users
e
Edit
System Generated
Full
System Generated
ReadOnly
System Generated
Administrator Default
Access ProfileOwner
System Generated
Administrator
Access Profile
Advanced
User Default System Generated
Access Profile
System Generated
Advanced
User Owner
Access
Profile
Executive Default Access System Generated
Profile
Executive Owner Access System Generated
Profile
Field Sales Rep Default System Generated
Access
Profile
Field
Sales
Rep Owner System Generated
AccessSales
Profile
Inside
Rep Default System Generated
AccessSales
Profile
Inside
Rep Owner System Generated
Access
Profile
Regional Manager Default System Generated
Access
RegionalProfile
Manager Owner System Generated
Access Profile
Marketing
Manager DefaultSystem Generated
Access Profile
Marketing
Manager OwnerSystem Generated
Access& Profile
System Generated
Sales
Marketing Manager
Default
Access
Profile
System Generated
Sales & Marketing Manager
Owner
Access
Profile
Service Manager Default System Generated
Access Profile
Service
Manager Owner System Generated
Access Profile
System Generated
Service
Rep Default
Access Profile
Service
Rep Owner AccessSystem Generated
Profile
System Generated
<Custom Access Profile Name>

Access Profile Management

*ToAccess
add additional
Profilerows
Name
highlight row and select
Copy, right click on this cell
and select 'Insert Copied
Cells'
Grantab
le to Grantab
Team
le to
Dis
Member Book abl
Description
s
Users
e


Access Profile Name
Account
Activity
Assessm
ent
Asset
Books
Campaign
Dealer
Contact
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Forecast
Fund
Fund
Request
Edit
Full
ReadOnly
Access ProfileOwner
Administrator
Access Profile
Advanced
User Default
Access Profile
Advanced
User Owner
Access
Profile
Executive Default Access
Profile
Executive Owner Access
Profile
Field Sales Rep Default
Access
Profile
Field
Sales
Rep Owner
AccessSales
Profile
Inside
Rep Default
AccessSales
Profile
Inside
Rep Owner
Access
Profile
Regional Manager Default
Access
RegionalProfile
Manager Owner
Access Profile
Marketing
Manager Default
Access Profile
Marketing
Manager Owner
Access& Profile
Sales
Marketing Manager
Default
Profile
Sales &Access
Marketing
Manager
Owner
Access
Profile
Service Manager Default
Access Profile
Service
Manager Owner
Access Profile
Service
Rep Default
Access Profile
Service
Rep Owner Access
Profile


*ToAccess
add additional
Profilerows
Name
Cells'
Account

Activity
Assessm
ent
Asset
Books
Campaign
Dealer
Contact
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Forecast
Fund
Fund
Request

Access Profile Name
Household
Lead
Opportunity
Partner
Patient
Portfolio
Service
Request
Smart Call
Solution
Vehicle
Edit
Full
ReadOnly
Access ProfileOwner
Administrator
Access Profile
Advanced
User Default
Access Profile
Advanced
User Owner
Access
Profile
Executive Default Access
Profile
Executive Owner Access
Profile
Field Sales Rep Default
Access
Profile
Field
Sales
Rep Owner
AccessSales
Profile
Inside
Rep Default
AccessSales
Profile
Inside
Rep Owner
Access
Profile
Regional Manager Default
Access
RegionalProfile
Manager Owner
Access Profile
Marketing
Manager Default
Access Profile
Marketing
Manager Owner
Access& Profile
Sales
Marketing Manager
Default
Profile
Sales &Access
Marketing
Manager
Owner
Access
Profile
Service Manager Default
Access Profile
Service
Manager Owner
Access Profile
Service
Rep Default
Access Profile
Service
Rep Owner Access
Profile


*ToAccess
add additional
Profilerows
Name
Cells'
Household

Lead
Opportunity
Partner
Patient
Portfolio
Service
Request
Smart Call
Solution
Vehicle


Related Information
For each access profile, designate the level of access to each of the related information sections available for each record type.
Select the level of access for each of these access profiles and add any other access profiles that apply to your organization by adding rows under each record type section.
Any record types highlighted in green represent record types that are linked to specific functionality that your company may not use in CRM On Demand.
To view the default access levels:
1. Click the Admin global link.
2. Click the User Management and Access Controls link.
3. Click the Access Profiles link.
4. Click the Edit link for any of the system generated access profiles.
5. Click Step 2 Specify Access Levels.
6. Click the Related Information link for any of the record types.
ACCOUNT - RELATED INFORMATION

Access Profile
Account
Competitors
Account
Partners
Account
Relationships
Account Team
Addresses
Assets
Attachments
Books
Calls
Books
Contacts
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Products
Detailed
Samples
Dropped
Solutions
Edit
Full
Read Only
Administrator Default Access Profile
Administrator Owner Access Profile
* Insert additional rows to represent other access profiles.
ACTIVITY - RELATED INFORMATION
Access Profile
Attachments
Edit
Full
Read Only
ASSESSMENT - RELATED INFORMATION
Access Profile

Access Profiles - Related Info
Values

Edit
Full
Read Only
BOOK - RELATED INFORMATION
Access Profile
Sub-Books
Edit
Full
Read Only
Users
CAMPAIGN - RELATED INFORMATION

Access Profile
Attachments
Completed
Activities
Contacts
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Leads
Notes
Open Activities
Addresses
Assets
Attachments
Books
Campaigns
Completed
Activities
Contact
Assessments
Contact
Interests
Assets
Attachments
Books
Campaigns
Completed
Activities
Contacts
Custom Object
1 Team
Custom
Objects 1
Edit
Full
Read Only
CONTACT - RELATED INFORMATION
Access Profile
Accounts
Edit
Full
Read Only
CUSTOM OBJECT 1 - RELATED INFORMATION
Access Profile

Accounts

Edit
Full
Read Only
Access Profile
Accounts
Assets
Attachments
Books
Campaigns
Completed
Activities
Contacts
Custom Object
2 Team
Custom
Objects 1
Assets
Attachments
Books
Campaigns
Completed
Activities
Contacts
Custom Object
2 Team
Custom
Objects 1
Books
Completed
Activities
Contacts
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Household
Team
Leads
Edit
Full
Read Only
Access Profile
Accounts
Edit
Full
Read Only
HOUSEHOLD - RELATED INFORMATION
Access Profile
Attachments
Edit
Full
Read Only
LEAD - RELATED INFORMATION

10

Access Profile
Attachments
Books
Completed
Activities
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Lead
Assessments
Open Activities
Audit Trail
Books
Completed
Activities
Contacts
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Leads
Audit Trail
Books
Completed
Activities
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Notes
Open Activities
Books
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Products
Related
Solutions
Service
Requests
Solution
Product
Edit
Full
Read Only
OPPORTUNITY - RELATED INFORMATION
Access Profile
Attachments
Edit
Full
Read Only
SERVICE REQUEST - RELATED INFORMATION
Access Profile
Attachments
Edit
Full
Read Only
SOLUTION - RELATED INFORMATION
Access Profile
Attachments
Edit
Full
Read Only

11


12


13


14


15


16


17

Read/Create
Read/Create/Edit
Read-Only
Read/Edit
Read/Edit/Delete
Full
No Access
View
Read-Only
No Access
Inherit Primary
Read/Create
Read-Only
View
No Access
Add/Inherit Primary
Add/Remove/Inherit Primary
Inherit Primary

18


Related Information

Access Profile
Completed
Activities
Contacts
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Leads
Notes
Open Activities Opportunities
Edit
Full
Read Only
Access Profile
Users
Edit
Full
Read Only
Access Profile

19

Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile
Opportunities
Edit
Full
Read Only
Access Profile
Contact
Relationships
Contact Team
Custom
Objects 1
Custom
Objects 2
Custom
Objects 3
Custom
Objects 3
Households
Leads
Notes
Households
Leads
Notes
Open Activities
Products
Service
Requests
Edit
Full
Read Only
Access Profile

Custom
Objects 2
20

Edit
Full
Read Only
Access Profile
Custom
Objects 2
Custom
Objects 3
Households
Leads
Notes
Products
Service
Requests
Custom
Objects 3
Households
Leads
Notes
Products
Service
Requests
Portfolios
Service
Requests
Edit
Full
Read Only
Access Profile
Custom
Objects 2
Edit
Full
Read Only
Access Profile
Notes
Edit
Full
Read Only

21

Access Profile
Edit
Full
Read Only
Access Profile
Notes
Open Activities
SR
Assessments
Solutions
Opportunity
Assessment
Opportunity
Competitors
Opportunity
Partners
Opportunity
Team
Revenues
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile
Solutions
Edit
Full
Read Only

22


23


24


25


26


27


28

Read/Create
Read/Create/Edit
Read-Only
Read/Edit
Read/Edit/Delete
Full
No Access
View
Read-Only
No Access
Inherit Primary
Read/Create
Read-Only
View
No Access
Add/Inherit Primary
Inherit Primary

29


Related Information

Access Profile
Portfolios
Service
Requests
Sub-Accounts
Vehicles
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile

30

Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile
Opportunities
Referrals
Service
Requests
Edit
Full
Read Only
Access Profile

Solutions
31

Edit
Full
Read Only
Access Profile
Solutions
Edit
Full
Read Only
Access Profile
Solutions
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only

32

Access Profile
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only
Access Profile
Edit
Full
Read Only

33


34


35


36


37


38


39

Read/Create
Read/Create/Edit
Read-Only
Read/Edit
Read/Edit/Delete
Full
No Access
View
Read-Only
No Access
Inherit Primary
Read/Create
Read-Only
View
No Access
Add/Inherit Primary
Inherit Primary

40

Step 1: Role Names

The first step in the role management wizard is to edit or create the new role names and descriptions. You will define the
roles listed on this sheet
as you move through the role management wizard. To access the role management wizard:
3. Click the Role Management link.
4. Click the Edit link for any of the system generated roles.
Mark
for
Tran
Default Role
slati
New Role Name
Name
Description
on
Default Sales Process
Theme Name
Action Bar Layout
Lead Conversion Layout
Administrator
Administrator
Predefined CRM On Demand Role
Advanced User
Advanced User Predefined CRM On Demand Role
Executive
Executive
Field Sales Rep
Field Sales Rep Predefined CRM On Demand Role
Inside Sales Rep
Inside Sales Rep Predefined CRM On Demand Role
Regional Manager Regional ManagePredefined CRM On Demand Role
Sales & Marketing M Sales & Marketin Predefined CRM On Demand Role
Service Manager
Service Manager Predefined CRM On Demand Role
Service Rep
Service Rep
<Custom Role>
<Provide a brief description of this role.>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
** To add additional rows: highlight row and select Copy, right click on this cell and select 'Insert Copied Cells'

Step 1: Role Names
41

Step 2: Record Type Access

The record types highlighted in green represent functionality that must be specifically selected for your company, so you may not see those items in
your list. The default access levels for the Administrator role are listed here. To see the default record type access for the other system-generated roles,
see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Role:
Administrator
Has Access? Can Create?
x
x
x
x
x
x
x
x
Can Read All

Records?
x
x
x
x
x
x
x
x
x
x

Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Advanced User
42
Can Read All

Records?


see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Role:
Executive
x
x
x
x
x
x
x
x
Can Read All

Records?
x
x
x
x
x
x
x
x
x
x

Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Field Sales Rep

43
Can Read All

Records?


see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Role:
Inside Sales Rep


Can Read All

Records?
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Regional Manager
Can Read All
Records?
44


see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle

Can Read All
Records?

Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Service Manager
45
Can Read All

Records?


see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Role:
Service Rep

Can Read All

Records?
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
<Custom Role>
46
Can Read All

Records?


see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Role:
<Custom Role>

Can Read All

Records?
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
<Custom Role>
47
Can Read All

Records?


see CRM On Demand.
Role:
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
Role:
<Custom Role>
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x

Can Read All

Records?
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Record Type
Account
Activity
Assessment
Asset
Book
Campaign
Contact
Custom Object 1
Custom Object 2
Custom Object 3
Dealer
Forecast
Fund
Fund Request
Household
Lead
MedEd Event
Opportunity
Patient
Portfolio
Service Request
Smart Call
Solution
Vehicle
<Custom Role>
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
48
Can Read All

Records?
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x

Step 3: Access Profiles

For each role, you must designate one default access profile and one owner access profile. See the Access Profile Management sheet to
select from the list of access profiles used at your company. There are several system generated access profiles available in CRM On
Demand. To view those access profiles:
4. Click the Edit link for any of the system generated access profiles to view the designated access levels.
Role Name
Default Access Profile
Owner Access Profile
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Step 3: Access Profiles
49

Step 4: Privileges
For each role, you must must select the appropriate privileges for each role. Privileges define the types of tasks a user can perform in CRM On Demand. The default
privileges selected for the Administrator role are listed below. Any privileges highlighted in green represent privileges that are linked to specific functionality that your
company may not use in CRM On Demand.
To view the default privileges for other roles, or to see the definitions of the different privileges:
3. Click the Role Management link.
4. Click the Edit link for any of the roles.
5. Click the Step 4 Privileges link.
Role Name
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Service Rep
Service Manager
Sales & Marketing

Manager

4-Privileges
Regional Manager
Analytics
Analytics
Analytics
Analytics
Inside Sales Rep
Manage Company
Manage Company - Define Currencies
Manage Company - Reset All Passwords
Manage Themes
Manage Content
Manage Content - Manage Attachments
Manage Books
Manage Territories
Manage Users and Access
Manage Users and Access - Manage Delegated
Users
Access All Data in Analytics
Access Analytics Dashboards
Access Analytics Reports
Access Analytics Reports - View Prebuilt
Analyses
Field Sales Rep
Admin: Company Administration

Admin: Content Management
Admin: Content Management
Admin: Users and Access Controls
Executive
Privileges
Advanced User
Administrator
Category
x
x
x
x
x
x
x
x
x
x
x
x
x
x
50

Role Name
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

4-Privileges
<Custom Role>
CRM
CRM
Manage Funds Access

Access All Forecasts
Access Extended Account Relationship
Manage Business Planning Access
Manage Referrals
Manage Contact and Account Revenues
Access
Manage Assessments Access
Manage Contact Interests Access
Manage Extended Contact and Account
Relationship Access
Publish Solutions
Share Calendar
Service Rep
CRM: Sales
CRM: Sales
CRM: Sales
CRM: Sales
CRM: Sales
CRM
CRM
CRM
Service Manager
CRM: Marketing
CRM: Marketing
CRM: Marketing
CRM: Marketing
CRM: Partners
CRM: Partners
Sales & Marketing

Manager
Email Marketing: Author Email Marketing

Email Marketing: Manage Email Marketing
Access
Manage Campaigns
Partner Offerings
Qualify Leads
Reject Leads
Manage Fund Requests Access
Regional Manager
CRM: Marketing
CRM: Marketing
Inside Sales Rep
Analytics Scripting
Manage Custom Reports
Manage Dashboards
Manage Personal Reports
Usage Tracking
Archive Leads
Convert Leads
Eloqua Integration
Email Marketing: Administer Email Marketing
Field Sales Rep
Analytics
Analytics
Analytics
Analytics
Analytics
CRM: Marketing
CRM: Marketing
CRM: Marketing
CRM: Marketing
Executive
Privileges
Advanced User
Administrator
Category
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
51

Role Name
<Custom Role>

4-Privileges
<Custom Role>
Customization: Layout
<Custom Role>
<Custom Role>
Customization: Data
<Custom Role>
Customize Application
Access all Export Request Attachments
Admin Export
Customization: Data
Service Rep
Customization
Data Management: Export
Customization: Data
Service Manager
Workflow Cancel Save

Administer Field Audit
Advanced Field Management
Customize Application - Manage Custom Object
1
2
3
Customize Application - Manage Custom
Objects 04-10
All fields in Search and Lists
Customize Application - Manage Dynamic
Layouts
Customize Application - Manage Homepage
Customization
Manage Homepage Custom Report Execution
Sales & Marketing

Manager
Customization: Business Rules

Customization: Data
Customization: Data
Customization: Data
Regional Manager
Inside Sales Rep
Access Call Center On Demand Dashboard

Access Communications Homepage
Access Communications Tool Bar
Manage Call Center On Demand Access
Data Rules and Assignment
Manage Data Rules - Manage Sales Stage
Definition
Manage Data Rules - Manage Workflow Rules
Field Sales Rep
Call Center On Demand

Executive
Privileges
Advanced User
Administrator
Category
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
52

Role Name
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Service Rep
Service Manager
Sales & Marketing

Manager

4-Privileges
Regional Manager
Integration: Web Services

Enable Integration Event Access

Enable Order Creation Access
Enable Quote Creation Access
Change Company Passwords using Web
Services
Enable Web Services Access
Manage Access to Web Services Integration
Manage Company Password Access
Inside Sales Rep
List - Export All Fields

List - Export Displayed Fields
Access all Import Request Attachments
Admin Import
Marketing Import
Batch Delete
Manage Public Lists
Mass Update
Merge Records
Recover All Records
Enable Offline Access
Enable PIM Sync Access
Outlook/Notes Email Integration
Manage Dealers Access
Manage Vehicles Access
Manage Households Access
Manage Portfolios Access
Calls: Create Public Smart Calls
Calls: Enable Call Detailing
Calls: Manage Calls
Manage Medical Education Events Access
Manage Pharmaceutical Access
Field Sales Rep

Data Management: Import
Data Management
Data Management
Data Management
Data Management
Data Management
Desktop/Mobile
Desktop/Mobile
Desktop/Mobile
Industry Specific: Automotive
Industry Specific: Automotive
Industry Specific: Financial Services
Industry Specific: Financial Services
Industry Specific: Life Sciences
Integration: Integration Event
Integration: Pre-Built
Integration: Pre-Built
Executive
Privileges
Advanced User
Administrator
Category
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
53

Role Name
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Service Rep
Service Manager
Sales & Marketing

Manager
Regional Manager

4-Privileges
Inside Sales Rep
Embed CRM On Demand Widgets

Manage Custom Web Applets
Personal Import
Personalize Action Bar
Personalize Detail Page
Personalize Homepages
Personalize Tabs
Reset Personal Password
Field Sales Rep
Integration: Widgets
Integration: Widgets
My Setup
My Setup
My Setup
My Setup
My Setup
My Setup
Executive
Privileges
Advanced User
Administrator
Category
x
x
x
x
x
x
x
x
54

Step 5: Tab Access & Order

For each role, you can designate which tabs will show up in CRM On Demand, the order in which the tabs appear and make some tabs available for users
that want to see them. Use this spreadsheet to outline the order and access of tabs for each role. Use the number one to designate the tab that will appear
on the far left of the pages in CRM On Demand. Designate tabs that you want to be available for users with the role to select, and designate which tabs
should not be available.
The default order of the tabs for the Administrator role are listed below for your reference. To see the values for other roles, look in step 5 of the role
management wizard in CRM On Demand.
Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Home
Calendar
Accounts
Contacts
Opportunities
Forecasts
Campaigns
Leads
12
10

5-Tab Access Order
55


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Service
Solutions
Reports
Dashboard
Communications
Custom Object 1
Custom Object 2
Custom Object 3
11
Not Available
Not Available
Not Available
Not Available

5-Tab Access Order
56


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Dealers
Funds
Households
MedEd
Patients
Portfolios
Vehicles
Not Available
Not Available
Not Available
Not Available
Not Available
Not Available
Not Available

5-Tab Access Order
57

Step 6: Page Layout Assignment

For each role, you must must select the appropriate page layouts for each record type. Each page layout is unique to a specific business object (e.g. Accounts) and
enables you to define field setup (what fields are required or read only), field layout (which fields are visible and how are they arranged) and related information (what
related sections are displayed, available or not available). To view the standard page layouts assigned to the each role, view step 6 of the role management wizard.
Use the Page Layout Template to help you define the page layouts for your company.
Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Sales &Marketing Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

6-Page Layout Assignment
Account
Account Call
Account
Revenue
Appointment
58
Asset
Call Product
Detail
Call Sample
Dropped
Campaign
Contact


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Contact Call
Contact Revenue Custom Object 1 Custom Object 2 Custom Object 3
59
Dealer
Fund
Fund Request
Household


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Lead
MedEd Event
Opportunity
Opportunity
Product Revenue
60
Partner
Partner Program
Patient
Portfolio
Product


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Service Request
Smart Call
Solution
Task
User
61
User Admin
User Owner
Vehicle
Vehicle Financial
Information


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Vehicle Sales
History
Vehicle Service
History
Wrap Up
62

Step 7: Search Layout Assignment

For each role, you must must select the appropriate search layout for record type. Search layouts allow you to define how users will see the fields in the Search box on
the action bar as well as the columns visible from the selection window.
Use the Search Layout Template to help you define the search layouts for your company.
Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

7-Search Layout Assignment
Account
Appointment
Campaign
Contact
Custom Object 1 Custom Object 2 Custom Object 3
63
Dealer
Fund


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Fund Request
Household
Lead
MedEd Event
64
Opportunity
Patient
Portfolio
Product
Service Request


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Solution
Task
Vehicle
65

Step 8: Homepage Layout Assignment

For each role, you must must select the appropriate homepage layout for tab. This feature allows you to provide the most relevant information to different users,
including the ability to display custom analytics on Homepages. For example, the Homepage for a customer service representative can be configured to show new
service requests instead of new leads, and a custom service-request report instead of the standard sales-pipeline quality report.
Use the Homepage Layout Template to help you define the homepage layouts for your company.
Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
My Homepage

8-Homepage Layout Assignment
Account
Asset
Campaign
66
Contact
Custom Object 1 Custom Object 2 Custom Object 3
Dealer


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>

Fund
Household
Lead
MedEd Event
67
Opportunity
Partner
Partner Program
Patient
Portfolio


Role Name
Administrator
Advanced User
Executive
Field Sales Rep
Inside Sales Rep
Regional Manager
Service Manager
Service Rep
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
<Custom Role>
Service Request

Solution
Vehicle
68

User Information
The following information is required to set up employees as CRM On Demand users. Please fill out this information for each employee before attempting to input users
into the application. If you plan to import user information, remove rows 14 and row 6 of this template. Then, remove columns AT-BC before saving it in a CSV
format.
NOTE: The Reports To and Role fields are very important and must be filled in properly. If these fields are not populated with the correct Reports To employee and Role,
that employee or their manager may not have the correct visibility to important records. By completing your organization structure, you ensure proper visibility for each
user. The Reports To column should contain the first and last names of other CRM On Demand users.
External
Unique ID
Email Temp
Password?
No
Mr/Ms
Mr.
Middle
Name
First Name *
John
Last Name *
Smith
Role *
Executive
Status*
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive
No
Inactive

User Information
69
Job Title
Reports To
(Manager)
Supervisor
Ethan Phillips

External
Unique ID
Email Temp
Password?
Mr/Ms
First Name *
Middle
Name
Last Name *
Role *
No

User Information
Status*
Job Title
Reports To
(Manager)
Supervisor
Inactive
70

equired to set up employees as CRM On Demand users. Please fill out this information for each employee before attempting to input users
an to import user information, remove rows 14 and row 6 of this template. Then, remove columns AT-BC before saving it in a CSV
ole fields are very important and must be filled in properly. If these fields are not populated with the correct Reports To employee and Role,
er may not have the correct visibility to important records. By completing your organization structure, you ensure proper visibility for each
should contain the first and last names of other CRM On Demand users.
Middle
Name
First Name *
John

User Information
Last Name *
Smith
Alias *
John Smith
Company Sign In ID
(do not import)
abc/
User ID*
jsmith
71
User Sign In ID (do

not import)
abc/jsmith
Email *
jsmith@company.com
Work Phone # *
111-125-4587

First Name *
Middle
Name

User Information
Last Name *
Alias *
Company Sign In ID
(do not import)
User ID*
72
User Sign In ID (do

not import)
Email *
Work Phone # *

Middle
Name
First Name *
John

User Information
Last Name *
Smith
Time Zone
Number/Street
Address 2
City
State/Province
Postal/Zip Code
(GMT-07:00) Arizona
73

First Name *
Middle
Name

User Information
Last Name *
Time Zone
Number/Street
74
Address 2
City
State/Province
Postal/Zip Code

Middle
Name
First Name *
John

User Information
Last Name *
Country
Cellular Phone #
Work Fax #
Employee Number
Division
Department
Region
Smith
75

First Name *
Middle
Name

User Information
Last Name *
Country
Cellular Phone #
Work Fax #
76
Employee Number
Division
Department
Region

Middle
Name
First Name *
John

User Information
Last Name *
Subregion
Business Unit
Business Unit Level Business Unit Level Business Unit Level

Business Unit Level 4
1
2
3
Market
Smith
77

First Name *
Middle
Name

User Information
Last Name *
Subregion
Business Unit
Business Unit Level Business Unit Level Business Unit Level

1
2
3
Business Unit Level 4
78
Market

Middle
Name
First Name *
John

User Information
Last Name *
Submarket
Miscellaneous
Text 1
Miscellaneous
Text 2
Miscellaneous
Number 1
Miscellaneous
Number 2
Smith
79

First Name *
Middle
Name

User Information
Last Name *
Submarket
Miscellaneous
Text 1
Miscellaneous
Text 2
80
Miscellaneous
Number 1
Miscellaneous
Number 2

Access Level Definitions

You can set default, owner, and related information access levels for each record type to control what a user is able to do with a given record. The following table lists the access
level choices available for default, owner, and related information, and gives a definition of each.
Record Type Access
Read/Edit/Delete
Read/Edit
Read-Only
Related Information
Definition
Full
Read/Edit/Delete
Read/Create/Edit
Read/Create
Read/Edit
Read-Only
No Access
View
Can create, view, edit, and delete related records

Can view, edit, and delete records but cannot create them
Can create, view, and edit related records but cannot delete them
Can create and view related records but cannot edit or delete them
Can view and edit records but cannot create or delete them
Can view records but cannot create, edit, or delete them
Has no access to the related record type
The View access level on a related record type inherits its access from the top-level profile for the record type. For
example, if you select the View access level for the Completed Activities related record type, the access level is
inherited from the top-level profile for activities. Instead of using View, it is recommended you use Inherit Primary
wherever possible.
Inherit Primary
Inherit access settings from the primary record type

Filter the related list if the role setting is Can Read All Records = N
Deny Add and Remove permissions
Add/Inherit Primary

Allow Add but deny Remove permissions

Allow Add and Remove permissions
Note: Records Type Access is granted for each Role in Step 2 of Role Management

Access Level Definitions
81


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