Profiles grant levels of access to records based on the record type and permissions that are selected. Users can read, create, edit, or delete records based on the profile they're assigned to. Alternatively, profiles can be set up to prevent certain users from deleting items, editing records, or even seeing entire tabs.
For example, a Project Management profile could have permissions to create, edit, and delete Projects and tasks, but could be restricted from reading Leads and Opportunities. In that case, anyone assigned to that profile wouldn't see the Leads tab or Opportunities tab or see any of those types of records in Insightly. Some permissions are dependent on others. For example, a profile cannot edit Contacts unless it's able to read them.rs to select from both standard and custom apps. The update improves the visibility and management of app accessibility within profiles, enabling administrators to adjust app availability. Additionally, admins have the option to restrict access to certain apps for specific profiles, ensuring users have access only to approved apps. It is important to note that upon logging out, the last used app will reappear at the next login.
To create a new profile:
- Go to System Settings > Security > Profiles.
- Click the Add Profile button to start building a new profile. You can also click Clone next to an existing profile to start with some options pre-selected.
- Enter a profile name under Profile Details, such as "Executive Access" or "Read-Only."
- Under the Profile App Settings, administrators can adjust app availability, including the option to limit access to the apps for users assigned to a specific profile, thereby ensuring access only to designated standard and custom apps. It is important to note that upon logging out, the last used app will reappear at the next login.
- Granular Administrative Permissions can be set for different roles. This allows administrators to create custom profiles with specific administrative privileges. Profiles with any of the Administrative Permissions will display the 'System Settings' menu option to users with that profile in their User menu. Should a user profile not have the necessary permissions to manage certain system settings, those options will still be visible to users with the appropriate profile. However, any attempt to access these settings will redirect the user to the main system settings page, accompanied by a notification stating, "You do not have permission to access this system setting."
Note: The permissions detailed above apply to various sections of the System Settings, with the exception of 'Manage Interface Customization,' which relates to menu options within Insightly objects. A profile with 'Manage Interface Customization' but without 'Manage Data Definitions' cannot edit, create, or delete objects or fields. They can, however, manage layout rules, custom buttons, and page layouts for each object. - Click the checkboxes to select or deselect your choices for this profile under Profile Permissions section. You'll notice that some permissions are dependent on others. For example, a profile cannot edit contacts unless it's able to read them. Your choices are:
- Read - Can view this type of record and its navigation tab
- Create - Can create new records of this type
- Edit - Can make changes to the records they have access to
- Delete - Can delete records that they have access to
- Read All - Can read all records of this type, regardless of Role or Sharing Rules
- Modify All - Can create, edit, or delete all records of the selected type, regardless of Role or Sharing Rules
- Note that these final two options — Read All and Modify All — override all Roles and Sharing Rules.
- Click Save to continue on to the user assignment page.
- Choose All Users with No Custom Profiles to filter the list of users. You can also use the search field to find a specific user.
- Assign a user to the profile by clicking their name and then the right arrow.If you choose a user who is already assigned to another profile, they will be removed from their existing profile and reassigned. So, assigning an Insightly administrator to a custom profile will revoke that user's administrative privileges.
- Click Save.
A confirmation will display and the new profile will appear in the list.