Understanding permissions in activities module
Permission sets define what users can access and perform within the Activities module. These permissions determine a user’s ability to view, create, edit, delete, and share views for records including Tasks, Events, Notes, Calls and Emails.
Accessing Permission Sets
From the left sidebar, navigate to Setup > Users and Teams > Permission Sets or Setup > Security > Permission Sets.
BoldSales provides two system-defined permissions sets:
- Admin: Full access to all modules and system settings, ideal for admins managing security and overall system configuration.
- Standard User: Full module access with restricted setup permissions, suitable for users who should not modify system settings.
Note for Administrators
You cannot modify the permission set of the built in Standard User. To grant additional permissions, you must create a custom permission set or edit an already created custom permission set.
For more information about system-defined permissions sets and creating custom permission set, or editing an existing one, refer to Managing user permission (Permission Set)
Configuring Activities Module Permissions
After selecting or creating a permission set, you can configure permissions for each module individually. The Activities module includes several components such as tasks, events, notes, calls, and emails and each component has its own set of permission options described in the following sections.
Tasks
From the Permission set’s detail page, select Tasks from the left pane. From here, you can control what users can access and do within the Tasks module. Following are the permissions you can provide or revoke for the Tasks module.
| Category | Description |
|---|---|
| Access | Turn on the toggle next to the Tasks to grant access to tasks module. If turned off, users cannot access notes at all, and all the below permissions will be disabled. |
| Create Tasks | Check this option to allow users to create tasks. If unchecked, users will not have permission to create tasks. |
| Access Levels – View | All tasks: Provides permission to view all tasks, regardless of ownership, team, or role. Team and role tasks: Provides permission to view tasks owned by the user’s team, users in child roles, and unassigned tasks. Team tasks: Provides permission to view tasks owned by the user’s team and unassigned tasks. Role tasks: Provides permission to view tasks owned by the user and users in child roles, including unassigned tasks. Own tasks: Provides permission to view only tasks owned by the user and unassigned tasks. |
| Access Levels – Edit | Same options as View, and: No tasks: Restricts users from editing any tasks. |
| Access Levels – Delete | Same options as View, and: No tasks: Restricts users from deleting any tasks. |
| View Sharing Permissions | Share with everyone: Allows users to share views with all users across the organization. Share with specific users / teams: Allows users to share views only with selected users or teams, maintaining controlled collaboration. |
Events
From the Permission set’s detail page, select Events from the left pane. Here, you can control what users can access and do within the events module. This includes defining whether users can view events, create new events, update or delete them.
| Category | Description |
|---|---|
| Access | Turn on the toggle next to events to allow access to events module. If turned off, users cannot access notes at all, and all the below permissions will be disabled. |
| Create events | Check this option to allow users to create events. If unchecked, users will not have permission to create events. |
| Access Levels – View | All events: Provides permission to view all events, regardless of ownership, team, or role. Team and role events: Provides permission to view events owned by the user’s team, users in child roles, and unassigned events. Team events: Provides permission to view events owned by the user’s team and unassigned events. Role events: Provides permission to view events owned by the user and users in child roles, including unassigned events. Own events: Provides permission to view only events owned by the user and unassigned events. |
| Access Levels – Edit | Same options as view, and: No events: Restricts users from editing any events. |
| Access Levels – Delete | Same options as view, and: No events: Restricts users from deleting any events. |
Notes
From the Permission set’s detail page, select Notes from the left pane. Here, you can control what users are allowed to access and perform within the Notes module. You can specify whether users can add new notes, as well as update or delete existing notes.
| Category | Description |
|---|---|
| Access | Turn on the toggle next to notes to allow access notes. If turned off, users cannot access notes at all, and all the below permissions will be disabled. |
| Add notes | Check this option to allow users to add notes. If unchecked, users will not have permission to add notes. |
| Access Levels – Edit | All notes: Provides permission to edit all notes, regardless of ownership. Team and role notes: Provides permission to edit notes added by the user’s team, users in child roles, and unassigned notes. Team notes: Provides permission to edit notes added by the user’s team and unassigned notes. Role notes: Provides permission to edit notes added by the user and users in child roles, including unassigned notes. Own notes: Provides permission to edit only notes added by the user and unassigned notes. No notes: Restrict users to edit any notes. |
| Access Levels – Delete | Same options as edit. |
Calls
From the Permission set’s detail page, select Calls from the left pane. Here, you can control what users can access and do within the calls module. You can define whether users can log calls, update or delete call logs.
| Category | Description |
|---|---|
| Access | Turn on the toggle next to call logs to allow access to call logs. If turned off, users cannot access notes at all, and all the below permissions will be disabled. |
| Log calls | Check this option to allow users to log calls. If unchecked, users will not have permission to log calls. |
| Access Levels – Edit | All call logs: Provides permission to edit all call logs, regardless of ownership. Team and role call logs: Provides permission to edit call logs added by the user’s team, users in child roles, and unassigned call logs. Team call logs: Provides permission to edit call logs added by the user’s team and unassigned call logs. Role call logs: Provides permission to edit call logs added by the user and users in child roles, including unassigned call logs. Own call logs: Provides permission to edit only call logs added by the user and unassigned call logs. No call logs: Restrict users to edit any call logs. |
| Access Levels – Delete | Same options as edit. |
Emails
From the Permission set’s detail page, select Emails from the left pane. Here, you can control what users can access and do within the email’s module. You can define whether users can send emails, override organization email defaults.
| Category | Description |
|---|---|
| Access | Turn on the toggle next to Emails to allow access to the Emails module. If turned off, users cannot access emails at all, and all the below permissions will be disabled. |
| Send Emails | Check this option to allow users to send emails. If unchecked, users will not have permission to send emails. |
| Override organization email defaults | Allows users to customize email-related preferences instead of using organization-wide default email settings. |
| Email settings users can override | Email visibility: Users can control who can access their email communication and decide whether emails are visible only to participants or shared with others who have access to related records. Automatically create new contacts: Users can choose whether new contacts are automatically created when the sender or recipient does not already exist in the CRM. Users can also exclude specific domains or email addresses from being added as contacts. Link email conversations with contacts and companies: Users can control whether incoming and outgoing emails are automatically linked to relevant contacts and their associated companies. Manage excluded domains and email addresses: Users can specify domains and email addresses to exclude from email communications. Email signature: Users can customize and manage their email signature for outgoing emails. This action does not require any specific permission. |
