How to setup roles and restriction that user can view their records only?

General Support
1

I want to setup restction that user can see their records only. they wont be able to edit or view other team members records

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To set up roles and restrictions so that users can only view their own records in Sangam CRM, you need to utilize both roles and teams:

  • Roles control access to modules and fields. They determine which modules a user can see and what actions they can perform (e.g., read, edit, create, delete, export, import).
  • Teams control record-level visibility. They determine which specific records a user can see within those modules.

Here’s how you can configure roles and teams to restrict a user to only their own records:

  1. Create a Role with Restricted Permissions:

    • Go to Admin Panel → User Management → Role Management.
    • Click the plus icon to create a new role.
    • Name the role descriptively, such as “Executive - Self Access.”
    • For each module the user needs access to, configure the following permissions:
      • Access: Set to Enabled.
      • List: Set to Assigned To. This ensures the user can only see records assigned to them in list views, pop-ups, and subpanels.
      • View: Set to Assigned To. This allows users to view details of the records assigned to them.
      • Edit: Set to Assigned To. This allows users to edit the records assigned to them.
      • Create: Set to All. This allows users to create new records.
      • Export: Set to None. This prevents the user from exporting data.
      • Delete: Set to None. This prevents the user from deleting data.
      • Import: Set to None. This prevents the user from importing data.
      • Mass Update: Set to Assigned To. This allows users to bulk update only the records assigned to them.
      • Access Type: Set to Normal.

  2. Assign the Restricted Role to the User:

    • Go to Admin Panel → User Management.
    • Select the user you want to restrict.
    • In the Roles tab, assign the newly created role to the user.

  3. Set Up a Private Team for the User:

    • While creating the user, the Default Team setting will initially be set to All.
    • After saving the user, go to Edit User and under the User Info tab, change the Default Team to the user’s private team. The private team is automatically created when the user is created.

By combining the restricted role and the private team setting, the user will only be able to see and interact with their own records within the allowed modules.

For more information please watch below video.

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By default user creat hone par Uski Team Private ho jaye uske liye kya karna hai.

4

@SanketBarot ji,
Private team auto-created when new user created. I hope this will help you.

5

Good explanation,

I need: in Opportunity Module I have option to select manufacturer and I want a particular user can see only opportunity which are tagged as Manufacture ENJAY, then this user can see opportunity related to ENJAY only not the another Manufacture Like ABC, DFE etc…

Please suggest

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Someone who knows how to do this?

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Hello sir,

Apologies for the delayed response.

Regarding your concern about displaying records based on the dropdown value of the Opportunity Module field — currently, this is not directly possible. However, you can achieve this by using the Team concept.

Here’s how you can implement it:

  • When you change the dropdown value, create and add the Enjay team to that record.
  • To display the record to a user, ensure that the Enjay team is added to the user’s profile.
  • If you don’t want the record to be visible to a user, simply avoid adding that team to the user’s profile.

Please let me know if you need further clarification.

Further, I am requesting you to create new topic for new query.

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