How to Set Up Roles in SuiteCRM

Discover the detailed process of setting up and managing roles in SuiteCRM. This guide covers everything from creating new roles to defining permissions and assigning users, ensuring your CRM system is secure and well-organized. Perfect for administrators looking to control user access and enhance productivity in SuiteCRM.

Setting up roles in SuiteCRM allows you to control access to various modules and features for different users. Follow these steps to create and assign roles in SuiteCRM.

Step 1: Log in to SuiteCRM

1. Open your SuiteCRM instance in a web browser.
2. Log in using an administrative account.

Step 2: Navigate to the Admin Panel

1. Click on your username at the top right corner of the SuiteCRM interface.
2. Select “Admin” from the dropdown menu.

Step 3: Access Role Management

1. In the Admin panel, find and click on “Role Management” located under the “User Management” section.

Step 4: Create a New Role

1. In the Role Management panel, click the “Create Role” button.
2. Enter a name for the new role (e.g., “Sales Manager,” “Marketing Team”).
3. Optionally, enter a description for the role to clarify its purpose.

Step 5: Define Role Permissions

1. After creating the role, you will be taken to the role’s detail view.
2. You will see a list of modules with drop-down menus for each action (e.g., List, View, Edit, Delete, Import, Export).
3. Set the permissions for each module according to the role’s requirements:
   • All: Full access to the module.
   • None: No access to the module.
   • Owner: Access to records owned by the user only.
   • Not Set: No specific permissions set (defaults to module settings).

Step 6: Save the Role

1. After setting the permissions, click the “Save” button at the top or bottom of the page to save the role.

Step 7: Assign Users to the Role

1. Navigate back to the Role Management panel.
2. Click on the role you just created to open its detail view.
3. Scroll down to the “Users” subpanel.
4. Click the “Select” button to open the user selection panel.
5. Choose the users you want to assign to the role and click “Select” again.
6. The selected users will now be listed under the “Users” subpanel for that role.

Important Notes

• Role Hierarchies: You can create hierarchies of roles to manage access levels more effectively. Higher-level roles can inherit permissions from lower-level roles.
• Testing Roles: After setting up roles, log in as a user assigned to the role to test and verify that the permissions are correctly applied.

By following these steps, you will have successfully set up and assigned roles in SuiteCRM. This helps ensure that users have the appropriate access to modules and data within the CRM system.