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Why?
What?
How?

Important Information Before Changing Permissions
Adding Permissions to an Individual Contact
Adding Permissions to a Group of Contacts
Removing Permissions from a Group of Contacts

Why?

• Set restrictions on contacts so only certain database users may access or edit them.
  
  
• Permissions are applied to either user(s) or teams and are removable.

 

 

 

 

What?

The feature to restrict access to designated contact records to certain database users or certain database user teams, known as Permissioning, is available to admin users of a database. Permissions are applied either to individual contacts or in bulk to a group of contacts. With permissions active, users who do not have permissions set to a contact record will not have access to the record, notes, or activities linked to the contact.

 

 

 

 

How?

Important Information Before Changing Permissions

• Database Owners are not impacted by any permission settings — they have access to everything regarding every contact within the database.
  
  
• Only Database Owners and Database Admins set permissions, with one exception. Non-admin users may apply permissions on contact creation if they are applying those permissions to teams that they are a part of.
  
  
• If the Database Owner or an admin user sets permissioning for a group of contacts to only be viewable by a Database User/Team that excludes another admin, that admin will no longer have access to those contact records.
  
  
• Admin users have rights to edit database teams so they may restore their own permissions should they add themselves to a team that views those permissioned contacts.
  NOTE: If you want to ensure that one of your Database Users will not have access to any contacts for whom you've established permissioning, you would need to remove their Admin rights.
  Related Article: Manage Your Account: Manage Database Users & Teams
  
  
• When a contact is permissioned, the contact will be removed from Notes, Reports, Searches, etc., for any database user not a part of the permission rights for that contact. 
  
  
• Permission settings applied to contacts within Redtail CRM do not apply to contact folders within Redtail Imaging, should your office also subscribe to that.

 

Adding Permissions to an Individual Contact 

 

 

Access permissions for an individual contact are accessed from your left menu bar inside a contact record. Click "More" to expand out your Left Menu Bar. Scroll down and click "Permissions/Roles." You will be in the Contact Permissions and Contact Roles page.

 

 

 

• You will see Contact Permissions. Areas of note include:
  • (A) Add - Selecting this will set permissions for this contact.
    
    
  • (B) Resource - This works in relation to Value, explaining whether the permission is for a Team or User.
    
    
  • (C) Value - This works in relation to Resource, explaining who has been permissioned to this contact.

 

 

 

 

• To add Permissions, click the "Add" button in the upper right corner.
  
  
• You will see the "Add View Permissions" modal appear.
  
  
• Click inside the "Type"(A) box to choose whether you want to assign Permissions to an individual database user or a database user team.
  
  
• Click inside the "User"(B) box and select the user or team to set access to the contact record and click "Add Permission".
  
  
• The Resource and Value columns(C) will fill with your choices, confirming the permissions.
  
  
• If you want to remove a user or team from permissions, select the red X(D) to the right of their name.
  
  
• Select "Close" to return to the Contact Permissions page.

 

 

 

 

• Another way to remove permissions is through the Contact Permissions page.
  
  
• Select the action menu next to the user or team you want to remove, and select "Delete Permission".
  
  
• Confirm that you want to delete this permission to remove them.

 

 

Adding Permissions to a Group of Contacts

• To add permissions in bulk, you will need to bring up the group of contacts you want to apply the permissions to on your Search page within Redtail.
  Related Article: Advanced Search
  
  
• After the contacts are in your search results, select the ones you want to apply the permissions change to and then select "Bulk Actions" from the "Contact Options" menu.

 

 

 

 

 

• Within the Bulk Contact Actions modal, you'll see "Permissions (Add)" and "Permissions (Remove)": 

 

 

 

 

• Click "Permissions (Add)" to open the "Add Viewing Permission" modal. 

 

  

 

• Select whether you want to grant access to a user or a team.
  
  
• Click "Add Permissions" to set the permissions for all the selected contacts.
  NOTE: If any of the contacts already have permissions set up, and you want to replace those permission settings with your new ones, you'll need to place a check in the "Replace existing permissions?" box. A contact can have multiple user and/or team permissions set, so you don't have to replace existing permissions to apply new ones.

 

Removing Permissions from a Group of Contacts

 

• To remove permissions in bulk, you'll first need to get all contact records with that permission setting on your Advanced Search page.
  
  
• The quickest way to do this is to go to your Contact Permissions Report, filter for the desired permission setting, and send those contacts to Search.
  
  
• On your Advanced Search page, handpick the contacts you want to remove that Permission settings (or select them all with one click if you're removing it from everyone on your page).
  
  
• After selecting the contacts, click the Contact Options button and click "Bulk Actions."
  
  
• Select "Permissions (Remove)" from the Bulk Actions list to open the "Remove Permissions" modal.
  
  
• Place a check next to "Remove all permissions" or select an individual user or team you want to remove permissions for.
  
  
• Click "Remove Permissions" to confirm your selections.