Overview
Give administrators a customer-friendly process for controlling who can view, create, edit, delete, assign, complete, convert, or share records.
Main purposeGive administrators a customer-friendly process for controlling who can view, create, edit, delete, assign, complete, convert, or share records.
Important areasUser list, invitations, role definitions, additional permissions, protected roles, permission groups.
Business valueClear permissions keep sensitive records protected while giving users the access needed for their jobs.
Where To Find It
Common Path: Setup > Users and Roles
Exact access can depend on your QCRM role. If the menu item is not visible, ask an administrator to review your permissions.
How It Works
- Administrators invite users and assign a role.
- Roles contain grouped permissions such as Contacts.View or SalesOrders.Edit.
- Additional user permissions can extend a role for special responsibilities.
Main Areas
| Area | What It Is Used For |
|---|---|
| User list | Shows users and access status. |
| Invite user | Sends a setup link to create a password. |
| Roles | Reusable permission sets. |
| Advanced permissions | Extra permissions beyond the role. |
Important Fields And Controls
| Field Or Control | What It Means | When To Use It |
|---|---|---|
| User sign-in and invitation destination. | Check carefully before sending an invite. | |
| Role | Primary access package. | Choose the closest normal job role. |
| Additional permissions | Extra access for one user. | Use only when a role is not enough. |
| Role permissions | Allowed actions by feature. | Review before saving a custom role. |
| Built-in role | Protected standard role. | Use when it already matches the job. |
Recommended Workflow
- Open Users and Roles from Setup.
- Review existing roles before creating a new one.
- Invite the user with the correct email and role.
- Add extra permissions only when there is a clear business reason.
- Review user access after staff responsibilities change.
Best Practice
- Give the minimum access that still lets the user work effectively.
- Use roles for common patterns and additional permissions for rare exceptions.
- Review permissions before enabling delete, assign-owner, report share, or quote-to-order conversion rights.
Troubleshooting
- If a user cannot see a menu item, check the matching View permission.
- If a user can view but not save, check Create or Edit permission.
- If invitation email is wrong, correct the user record or send a new invite according to company policy.
FAQ
Why does the menu change by user?
The menu follows role permissions.
Should every manager have delete access?
Not automatically. Delete permissions should be controlled carefully.