Permissions Grid
See and change what everyone on an account can do from one screen, with a tick box for every person and every permission. Covers roles, lead access, changing a whole column or row at once, and saving your changes.
On this page
The permissions grid shows what everyone on an account can do, on one screen. People are listed down the side, every permission runs across the top, and there is a tick box where they meet. You can change one box, a whole row or a whole column, and then save everything together.
To open it, go to Settings and choose Roles/Permissions.
The permissions grid: people down the side, permissions across.
Who can use this page
- Administrators can see and change the grid for every account they administer.
- Users cannot change permissions. If a User opens the page, it says so and points them to What I can do, which lists their own permissions.
- Your own row is marked You and has a padlock. You cannot change your own access. Another administrator can.
- The Account Owner also has a padlock. An owner's access cannot be changed here.
Reading the grid
| Column | What it shows |
|---|---|
| Person | Their picture or initials, name and email address. Tags show You, Account Owner and Disabled. |
| Role | Administrator or User. |
| Leads | Which leads a User can reach: Own leads only, View all leads, or View and edit all. An administrator shows Every lead. |
| The permission columns | One column for each permission, grouped under General, Leads, Pipeline, Reporting, Settings, Tasks and Views. A ticked box means that person can do it. |
| Whole row | All and None tick or clear every box for that person. |
An administrator can do everything, so an administrator's row shows Everything and has no boxes.
Hold the mouse pointer over a permission name to read what it does. As you move across the boxes, the name above the one you are pointing at lights up, so you always know which column you are in.
When the grid is wider than your screen
The grid scrolls sideways inside its own frame. The Person column stays where it is, so you can always see whose row you are on.
The same grid scrolled to the right. The Person column stays in place.
Finding people
The buttons, the search box and the filters.
- Account: if you administer more than one account, a list at the start of this bar lets you choose which one to look at.
- Find a person: type part of a name or an email address.
- Everyone, Users, Administrators: show everybody, or only one role. The numbers show how many people are in each.
- Include disabled people: people who are switched off are hidden until you tick this. Their rows are greyed out.
Under the grid is a line telling you how many people are shown and which account you are looking at.
Changing what someone can do
- Find the person's row.
- Tick a box to switch a permission on. Untick it to switch it off.
- To change which leads they can reach, choose from the list in the Leads column.
Every box or list you change turns yellow, and a bar appears at the bottom of the window counting your changes.
Changed boxes turn yellow and the bar at the bottom counts them.
Nothing is saved yet. The yellow boxes are only what you intend to change. Nobody's access changes until you press Save changes.
- Save changes applies everything that is yellow, for every person, in one go.
- Discard puts every box back the way it was.
- If you change a box and then change it back, it stops being yellow and is no longer counted.
- If you try to leave the page with changes that are not saved, your browser asks you first.
If you administer several accounts, you can make changes on one account, switch to another, make more, and save them all together. The bar tells you how many accounts your changes are on.
Changing a role
Use the list in the Role column.
- User to Administrator: the boxes are replaced by Everything, because an administrator can do everything. The ticks they had as a User are kept in case you change them back later.
- Administrator to User: the boxes appear, showing the ticks that person had before, if any. Tick what they should be able to do.
Choosing Administrator replaces the boxes with Everything.
Like every other change, a new role is not applied until you press Save changes.
A whole column or a whole row at once
A whole column
Click a permission name at the top of a column to tick it for everyone shown. If everyone shown already has it, clicking the name clears it for all of them.
Clicking the permission name Export ticks it for everyone shown.
- It only affects the people currently shown. Use the search box or the filters first to narrow it down to the people you mean.
- Administrators are skipped, because they already have everything. So are rows with a padlock.
A whole row
At the end of each row, All ticks every permission for that person and None clears them all.
When you save
- It is all or nothing. Every change is checked first. If any one of them cannot be made, nothing is saved, a message at the top of the page tells you which change and why, and your changes stay on the screen so you can fix it.
- Only the boxes you changed are written. If another administrator changes the same person while you are working, their change is kept and yours is added to it.
- Every account keeps at least one administrator. A save that would leave an account with no administrator is refused.
What each permission does
| Group | Permission | What it lets a User do |
|---|---|---|
| General | Enable API | Lets this person use single sign-on through the OpenLeads API with certain third party applications. The API always works through their own Authentication Code, found on their Profile page. |
| Leads | Add History Entry | When ticked, they can add a history entry only on leads that are assigned to them. When it is not ticked, that limit does not apply. |
| Leads | Apply Form Fields | Choose a form and apply its fields to one or more leads. |
| Leads | Apply Workflow | Choose a workflow and apply its rules (actions, types, users) to a lead they are editing. |
| Leads | Archive Leads | Archive leads. |
| Leads | Copy Leads | Copy a lead from one account to another, when they are on both accounts and the lead is assigned to them. |
| Leads | Delete History | Delete comments and attachments. |
| Leads | Delete Leads | Delete leads. |
| Leads | Export | Export their lead list to an Excel CSV file. |
| Leads | Import | Import Excel CSV files into their lead list. |
| Leads | Mass Apply Workflow | Run a workflow against many leads at the same time. |
| Leads | Mass Update | Run actions that change data across their whole lead list, such as assigning or removing a type. |
| Leads | Remove Pending | Remove active tasks and pending or cancelled emails from leads. |
| Leads | Send Mass Email | Send an email campaign to their whole lead list. |
| Pipeline | Change Status | Change the status of a lead in the pipeline. |
| Pipeline | Edit Opportunity | Edit the opportunity, stage and value of a lead in the pipeline. |
| Reporting | View User Lead Activity | See every user's lead activity on the dashboard. |
| Settings | Manage Custom Fields | Add, change and delete custom lead fields. |
| Settings | Manage Custom Fields (add only) | Create new custom fields to use when editing leads. They cannot change or delete custom fields. |
| Settings | Manage Forms | Add, change and delete forms. |
| Settings | Manage Messages | Add, change and delete messages. |
| Settings | Manage Types | Add, change and delete lead types. |
| Settings | Manage Types (add only) | Create new lead types to use when editing leads. They cannot change or delete types. |
| Settings | Manage Workflows | Add, change and delete workflows. |
| Tasks | Delete All Tasks | Delete other people's tasks. |
| Tasks | Delete Tasks | Delete their own tasks. |
| Views | Save Views | Save views. |
Related pages
Three buttons at the top of the grid take you to the pages that go with it.
- Account Settings goes back to the main settings page.
- Users is where you add people, remove them, switch them off and on, and set passwords. The grid only changes roles, lead access and permissions.
- Who can...? answers the opposite question: pick one permission and see everyone who can do it.
Help and the page tour
Click Help at the top right of the page.
The Help button menu.
- Take the tour walks you through the grid in about a minute.
- Open the help guide opens this article.
Common questions
I ticked a box. Why has nothing changed for that person?
Ticking only marks the change. Press Save changes in the bar at the bottom of the window to apply it.
Why does an administrator have no boxes?
An administrator can do everything, so there is nothing to tick. To limit someone, change their role to User and tick only what they need.
Why is there a padlock on a row?
It is either your own row or the Account Owner's. You cannot change your own access, and an owner's access cannot be changed here. Hold the pointer over the padlock to see which.
Someone is missing from the grid.
They may be disabled: tick Include disabled people. They may be on a different account: choose it from the account list. If they are not on the account at all, add them on the Users page.
My save was refused. What now?
Read the message at the top of the page. It names the person and the reason. Your changes are still on the screen, so change the one it names and press Save changes again, or press Discard to start over.
Can I undo a save?
There is no undo button. Tick or untick the same boxes again and save.