You can restrict the visibility of specific records (Accounts, Deals, Meetings, etc.) for individual users or a group of users via Security Levels. A Security Level allows you to make records available only to those users to whom you grant access.
Important: Security Levels have less weight than Record Visibility. For example, if a user has visibility set to only their own records, they will not see a record that they should have access to under Security Levels unless they are the owner of that record.
In this article, you will learn:
- what is a security level,
- how to create a security level,
- how to set the default security level,
- how to set your own default security level,
- how to assign a security level to a specific record,
- how to assign a security level to multiple records at once.
What is a security level
It can be seen as a virtual shield that protects a record from users who are not granted permission to see the security level that the record is in. Each record in Raynet has a Security Level. By default, all users' records are classified as Shared, meaning everyone can see these records (unless they are restricted by, for example, the Record Visibility feature). If a record has a Security Level other than Shared, you will find this information in the record header. See image.
Creating a security level
1. Only an Administrator can create a Security Level by going to Settings.
2. In the Security Levels section, select Add Level.
3. Choose a name for the new Security Level and Save.
4. In the last step, select the users who will fall under the newly created Security Level. Administrators are part of the Security Level by default, and visibility cannot be restricted for them. Remove other users that should not have access by clicking the X next to their name.
Default settings for security levels
You can set a default Security Level for a specific user. This will ensure that a new record created by the user will immediately be placed in that Security Level.
1. To set the default Security Level, you need to go to Settings.
2. Then go to User Administration and select a specific user.
3. In the User Authorization section, select Edit default Security Level.
4. You can then select a specific level for each record type and save everything. For example, a newly created Account or Contact will be assigned the Security Level "Sales".
Setting your own default security level
Under Security Levels, you can set your own default security level for creating records without having the Administrator user role. This can be found in the section My profile » User Authorization.
Assigning a security level to a specific record
1. You can change the security level for each individual record. Just click on the three dots » Security.
2. Select the Security Level you need in the dialog box. Confirm with the Apply button.
Assigning a security level to multiple records at once
You can also change the security level of up to 200 records at once by using the mass edit feature. For example, if you want to put a group of Accounts into the "Business" Security Level.
Find out more about how to mass edit in this article.