Managing users with Advanced Permissions

This article is part of the Security & Permissions Guide

The ability for users to view and edit records begins with the user permissions they are granted by an administrator.

When your account is using Advanced Permissions, you'll create roles, sharing rules, and profiles that define each user's access to records and actions. These permissions are managed from the System Settings > Permissions page.

  • Roles define a permissions structure where managers and executives higher in a hierarchy can view records assigned to or created by the people in roles that report to them. You can assign new users to roles by going to System Settings > Permissions > Roles and clicking Assign next to the appropriate role.
  • Sharing Rules can be created to share record views within the same role or across different roles, allowing users to view each other's records across or up the role hierarchy.
  • Profiles are a way to organize users into functional groups, like executives, analysts, and contractors. They allow you to control which record types users can see and whether they can create, edit, or delete them. You can assign new users to profiles by going to System Settings > Permissions > Profiles and clicking Assign next to the appropriate profile.

There are two additional user permissions that can be set on the System Settings > Users page.

  • Administrators can view all records, change system settings and permissions, and access billing pages to update credit card information or view invoices. When someone is an administrator, the roles, sharing rules, and profiles do not apply to them.
  • Export Permissions allow a user to export any records they can view.

You will also have a user who is in charge of paying for Insightly.

  • Account Owner is a type of user on every paid subscription plan. This is the person who receives invoices via email. They can be any type of user and can always access billing pages. Account owners can be changed from the Billing & Account > Account Owner page.

See more Advanced Permissions articles

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