Best practices for managing user roles securely
Managing user roles effectively is crucial for ensuring data security and operational efficiency in BoldSales. By following best practices, you can prevent unauthorized access, maintain compliance, and optimize workflow management.
Use cases
Sales team access control
Limit access so that sales representatives can only view and manage their own leads and deals.
Marketing team collaboration
Grant marketing team members access to contact and campaign data without exposing confidential sales pipelines.
Managerial oversight
Enable sales managers to track team performance without allowing them to modify company-wide CRM settings.
Best practices
Create role-based access controls
Instead of assigning permissions to individual users, organize them into roles based on their job responsibilities.
- Example:
- Sales representative – Can view and edit their own deals.
- Sales manager – Can oversee all deals within their team.
- Admin – Has full access to CRM settings.
Follow least privilege access
Grant users only the minimum access they need to perform their job functions. Avoid assigning broad permissions unless necessary.
- Use roles to define hierarchical access.
- Assign permission sets to fine-tune access levels.
Regularly review and update roles
Periodically audit user roles to ensure they align with current job requirements.
- Conduct quarterly or annual role reviews.
- Revoke access for inactive or former employees.
- Adjust permissions based on organizational changes.
Restrict admin privileges
Limit the number of users with admin permissions to minimize security risks.
- Assign admin roles only to trusted personnel.
- Monitor admin activity using Audit Logs.
Use teams for collaborative access
Instead of sharing login credentials, use Teams to group users and assign shared access.
- Example: A sales team can have shared access to leads without exposing sensitive admin settings.
Educate users on security best practices
Regularly train employees on secure password management, phishing threats, and access protocols to reduce security risks.
Leverage permission sets and permission sets
- Use permission sets for temporary or specialized access instead of modifying profiles.
- Create permission set to streamline access patterns across multiple users.
Article suggestions
Frequently asked questions (FAQs)
Can a user have multiple roles?
No, a user can be assigned only one role at a time, but you can grant additional permissions through Permission Sets.
How do I revoke access for a former employee?
Navigate to Setup > Users and Teams > Users, select the user, and either deactivate or delete the account.
Can I track changes made by users?
Yes, the Audit Logs feature allows admins to track user actions and changes.
