Advanced Training: Admin

Data View / Layout View

View Settings

An extension of your control over data visibility is the View Settings tool. It contains the components Data View (Data Employees) and Layout Groups and is accessible from any page in the LMP as the link in the upper-right of your underlined Name Date Time.

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When you click this link it opens a small pop-up window radio button selections for Data View and Layout Groups. Note: Though they're related, don't confuse the Data View capabilities of the View Settings tool with that of Data View Permissions settings on the Employee Information page.

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Access Control

This tool is potentially available to each user in the system to set which users' data they want to be able to view and which of their available layout groups they want to use to display data, such as on lead and deal records. There is not system-wide control panel for these settings, so each user will configure this within their own CRM login. Depending on your security policies you (the SysAdmin) may need to login as each user, apply your settings, login as SysAdmin again and disable access to the View Settings tool.

A security policy you may adopt for your team is to restrict data access for Basic Page Permissions group members to only what they need to perform specific tasks within the database. You can begin (preferably after hours) by enabling the View Settings tool link for Basic users within the Manage Permissions link under the Administrative tab. Navigate to Basic and search under the Administrative section for "Link: View Settings" and place a checkmark next to it and click Save at the top.

Now all users in the Basic group should be able to see the link in the upper right and to open the View Settings tool. You will need to login as each user, open the tool in their CRM interface, and apply the desired settings. Once all Basic users are set you can login as SysAdmin again, navigate to the "Link: View Settings" checkbox for Basic users, and disable it. They will have no way to adjust the settings themselves.

More on the actual Data View settings you may want to use in the next section.

Data View (Data Employees)

The point of the Data Employees tool is simply to choose which users in the system you want to acknowledge or disregard, or more accurately, the data where the users have ownership. Notice in the View Settings screenshot that the radio button is set on Data View and the multi-select menu below includes all active users in the system (highlighted in blue). For each name that is highlighted in blue, their ownership data will be visible for this user logged in (who happens to be "Admin1 System" in the screenshot).

Conversely, if any names were de-selected (by holding down the Ctrl key on the keyboard and left-clicking on the name) their ownership data would not be visible to the user with that setting. Essentially the data owned by the de-selected users would cease to exist for the user with those Data Employee settings. Yes, you could mistakenly de-select your own name on that list and hide your own data from yourself. It happens.

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Apart from accidentally disappearing your own data, this tool is an effective means of precisely controlling data access among your users. For example, you could hide data owned by you, the SysAdmin, from Basic users by de-selecting your name within each of their View Settings tools. You can set User A to only see data owned by User A and User B, and so on. Remember though, if you set a user as Not Corporate (uncheck the Corporate User checkbox under Data View Permissions on their Edit Employee Information) they will only ever see their own data, regardless of what you set in their Data Employees list. Of course you can still hide their own data from them by de-selecting their own name on their Data Employees list.

Layout Groups

The second radio button on the View Settings tool is Layout Groups, and it allows each user (with access to their View Settings tool) to switch between their available layout groups. You should recall that the Available Layout Groups multi-select menu for each user is located under the Data View Permissions section on their Edit Employee Information page.

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In this screenshot you can see a region highlighted in blue for the two available layout groups. (Be sure to familiarize yourself with the rest of the chapters in the Manage Layouts book of this course to understand layout groups and custom layouts.) Layout groups help you define different ways of presenting data in the database records (leads, accounts, deals, for example) for users based on their functional groups. For our example here we see that the user has both Admin Layout Group and Basic user Layout Group selected and available. In the next screenshot we'll see the Layout Groups portion of the View Settings tool.

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On the right side of the panel you see a single-select drop menu opened to show the two available choices: Admin Layout Group and Basic User Layout Group, with the former highlighted and set in the system. This user will view data in lead records, for example, as they are defined in the Manage Layout Groups tool. This is useful for a SysAdmin to switch between different layout groups to spot check the layouts and see exactly what other team members will see. Again, this is a setting to help control what the users in the system will see when they pull up data. If users in the Basic Users page permission group don't need to switch around, you can follow the same process that you did for locking down their Data Employees settings.

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