Managing User Permissions (Permission Set)

Managing user permissions ensures that each user can access only the features and information needed for their role. This helps keep data secure, makes daily work smoother, and allows organizations to easily control who can do what within the system.

A permission set in BoldSales is a collection of access permissions assigned to users. These permissions define what data a user can access and what actions they can perform, such as viewing, creating, editing, or deleting records, as well as customizing system settings. Each user can only be assigned to one permission set at a time, helping ensure access stays appropriate to their role.

Default system permission sets

BoldSales provides two system-defined permission sets:

Admin

• Grants full access to all modules and their records.
• Allows users all Setup and Management permissions to customize system-wide settings.
• Ideal for users who maintain security and oversee all activities.

Standard user

• By default, users have full access to all modules, including the Deals pipeline. For other custom pipelines, permissions can be granted individually from the permission set or directly within the pipeline either during the pipeline creation or by editing the Permission sets section of the pipeline.
• The Setup and Management permissions are disabled by default and cannot be enabled.
• Ideal for users whose access to sensitive settings should be restricted.

Note:
Only Admin users can view Permission Sets by navigating to Setup > Users and Teams > Permission Sets or Setup > Security > Permission Sets. Standard users cannot access or view permission sets.

If a Non-Admin user requires additional permissions such as Manage Automation, Auto-assignments, or other advanced permissions, they must contact their BoldSales Administrator to request the required permission or permission set.

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. The following section provides guidance on creating custom permission sets and assigning them to users.

Creating custom permission sets and assigning users

Create custom permission sets to provide specific permissions for certain users. This is useful when roles change due to new positions, promotions, or organizational expansion.

To create a permission set:

1. Go to Setup > Security > Permission Sets or Setup > Users and Teams > Permission Sets.
2. Click in the top-right corner.
   Once the Create Permission Set dialog opens, enter the following details:
3. Permission set name: Use a clear name that describes the permission set.
4. Clone from: Select an existing permission set to copy its permissions.
5. Description: Provide a short explanation of what this permission set entails.
6. Click to save.

After saving the permission set, its details page opens where you can assign users immediately.
7. Click and then click .
8. In the drawer, select users by checking the boxes next to their names or search them.
9. Click to confirm.

To assign users later,

10. Go to the permission sets listing page and click this icon in the User count column of the permission set.
11. Alternatively, open the permission set’s details page and click Manage users, then click in the top-right.
12. Select the users and click to confirm.

Setup and Management

This section controls access to system-level configuration and administrative capabilities in BoldSales. They define whether users can manage modules and fields, users, roles, teams, permissions, automation, organization settings, templates, tags, audit logs, imports, and other core system configurations.

Actions

Manage modules and fields

• Pipelines – Allow users to create pipelines, configure system fields, create custom fields, set field dependencies, organize fields for each pipeline, and deactivate or delete fields.
• Contacts – Check to allow users to modify system fields, add custom fields (e.g., additional phone numbers), configure field dependencies, and deactivate or delete fields that are no longer needed.
• Companies – Check to allow users to adjust system fields, create custom fields for industry-specific needs, set field dependencies, re-order and deactivate or delete fields as required.
• Events – Allow user to update system fields, define mandatory fields for accurate scheduling.
• Tasks – Check to allow users to adjust system fields and re-order fields to maintain relevance.

You can turn off the Manage module and fields permission for all modules at once or turn it off individually for each module, depending on the level of customization you want users to manage.

Manage CPQ features

Allow users to manage all CPQ related configurations. You can enable this permission commonly for all CPQ areas or turn it on or off individually.

• Products – Allow users to configure product settings and fields. This includes creating custom fields, managing field dependencies, adding taxes, defining mandatory fields, and modifying system fields.
• Sales Documents – Allow users to manage sales document configurations. This includes creating custom document types, creating document templates, managing fields, setting field dependencies, and adjusting field visibility.
• eSignature – Allow users to configure eSignature settings. This includes managing user’s access to eSignature, customizing signing emails and pages, monitoring document usage, and reviewing eSignature activity history.

Manage users

Allow users in this permission set can perform the below actions.

• Invite a new user
• Remove a user
• Deactivate a user
• Delete a user
• Update user details like name, email address, phone number, job title, role, permission set, teams

Manage roles

• Allow users to create, edit, and delete roles that represent the organizational hierarchy. This permission is useful when defining how data access flows across the organization. Roles determine the visibility of records by establishing who sits above or below whom in the hierarchy, ensuring that managers or higher-level roles can access the records owned by users in subordinate roles.

Manage permissions

Allow users to configure what users in a permission set can view, create, edit, delete, and share across modules. In addition, users can manage advanced permission controls such as:

• Turning on or off specific modules
• Managing create permissions for each module
• Controlling view, edit, and delete access levels based on ownership, team hierarchy, or role hierarchy
• Allowing or restricting bulk actions such as bulk delete and bulk update
• Managing view sharing permissions (sharing views with everyone or with specific users/teams)
• Configuring module specific actions such as linking records, managing field configurations, and other advanced capabilities depending on the module
• Turning module permissions on or off individually for more granular control

Manage teams

• Provide permissions to users to manage collaboration teams and control visibility.

Manage automation

Allow users to create and manage automation across the system to streamline processes and reduce manual work. This permission gives access to configuring rule based automation and assignment logic.

• Workflow Rules & Webhooks – Allow users to create and manage workflow rules and webhooks. This includes defining conditions, configuring actions such as sending emails or updating fields, triggering webhooks, scheduling automation, and managing rule execution order.
• Auto Assignment Rules – Allow users to configure automatic assignment of records based on specified criteria. This includes creating assignment conditions, defining rule priorities, assigning records to users or teams automatically, and managing rule activation or deactivation.

Manage organization settings

Allow users to configure key settings that apply across the entire organization.

Settings you can configure:

• Time zone
• Website
• Organization name
• Branding
• Address
• Calendar integrations
• Domains
• Login and options

Manage email templates

Allow users to design and manage email templates for consistent communication.

Manage tags

Allow users to create and manage tags for quick filtering and categorization of records.

Manage audit logs

Audit logs help track changes made across the system for visibility and accountability. It allows you to access and review audit logs to monitor actions, track modifications, and maintain transparency and compliance across the organization.

Manage relationship labels

Relationship labels help define how records are connected within BoldSales. It allows you to create, edit, and manage relationship labels that identify the type of relationship between linked records.

Manage import

Allow you to import data into BoldSales to quickly add or update records without manual entry. The following types of records can be imported:

• Contacts
• Companies
• Pipeline Records.
• Users

Manage API Keys

• Allow you to generate and manage API keys for integrations. Users can create new API keys, view existing keys and rotate keys when needed. They can also control how long each key remains valid by choosing whether the current key should expire immediately or after a specified time period.

Notification permissions

System notifications are visible to all users by default. These settings help control how notifications are managed and shared:

• Manage system notification settings: When checked, users can configure whether system notifications are mandatory or optional. Optional notifications can be turned on or off individually, giving flexibility for those who prefer fewer alerts.
• Manage shared notifications: Allow users to create, edit, delete, or deactivate notification rules that are shared across multiple users. Shared notifications are mandatory and ensure that important updates are delivered to everyone included.
• Create private notifications: Allow users to create, edit, or delete their own private notification rules. These notifications apply only to the individual user and help tailor alerts based on their specific preferences.
• Manage others’ private notifications: When selected, you can view, edit, or delete the private notification rules created by someone else. This helps maintain consistency when roles change or when notification settings need alignment across the team.

Understanding permissions across BoldSales modules

BoldSales provides permission controls across its key modules, ensuring that users have access only to the data and actions relevant to their role. To learn more about the permissions available in each module, refer to the following articles:

• Understanding permissions in Pipelines module
• Understanding permissions in Contacts module
• Understanding permissions in Companies module
• Understanding permissions in Activities module
• Understanding permissions in Sales Documents module
• Understanding permissions in Products module