How To: Restrict CRM Entries for Users

Table Of Contents

CRM Type Drop-Down Lists
Khaos Control allows you to control which Communication Log entries users can view and create by using CRM Types and User Profiles.

Users can only access Communication Log entries that use CRM Types associated with their User Profile. This helps ensure users only see information relevant to their role.
By default, User Profiles have access to all CRM Types. A system administrator can modify individual profiles to remove access to specific CRM Types as required.

Where These Restrictions Apply

CRM Type restrictions affect the following areas of Khaos Control:
  1. [ CRM Manager | Comm Log ]
  2. [ Customer | Detail | CRM | Comm Log ]
  3. [ Sales Order | Detail | CRM | Comm Log ]
Important: Users who are not assigned to a User Profile can view all Communication Log entries regardless of CRM Type.

How to Restrict Communication Log Entries

Follow these steps to limit the CRM Types available to specific users.
  1. Open the System Data screen (show me how).
  2. Open [ Others | Users ].
  3. Right-click within the Users grid and select Define Profiles.
  4. Click Yes when the information message is displayed.
  5. Follow the steps in How To: Create a User Profile if you need to create or manage User Profiles.
  6. In the Profile Management window:
    • Click the CRM Types tab.
    • Use the available checkboxes to grant or remove access to individual CRM Types.
  7. Click OK to save your changes.
  8. Close and reopen the System Data screen for the changes to take effect.

How Restrictions Affect Users

When CRM Type restrictions are applied through a User Profile:

CRM Type Drop-Down Lists

Users will only see CRM Types that they have permission to use.
Restricted CRM Types will not appear in selection lists.

CRM Type Lookups (F4)

When using CRM Type lookups within grids:
  • All CRM Types may still be visible in the lookup.
  • Users can only select CRM Types they have permission to access.

Example Usage

You may want to restrict access where:
  • Sales users should only see sales-related communication records.
  • Customer service teams should only access support-related communications.
  • Management users need visibility of all CRM activity.
  • Sensitive CRM records should only be available to selected departments.
Using CRM Types and User Profiles allows you to control access without affecting other CRM functionality.

Tips

  • Review CRM Type permissions whenever new User Profiles are created.
  • Regularly check profile settings as business roles change.
  • Assign all users to a suitable User Profile to ensure access is controlled consistently.
  • Leave users unassigned only when unrestricted access is required.

See Also


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