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Capabilities List

The capabilities are an important part of the system’s access and permission settings, as described in the Access and Permissions Basics guide.

Users have access to different functionalities depending on which capabilities they have been assigned. For example, you can limit a user’s ability to assign tags, share grids, or create new users.

This guide describes, in alphabetical order, the set of capabilities that can be included into a user role and their related functionalities, and provides examples of several default capability settings for some common roles.

Abandoned Cart Campaign Manipulations

If enabled, the user can use the Abandoned Cart Campaign functionality. This will allow a user to generate automatic emails to customers in a Magento store. For instance, users can send messages to customers who have not completed their purchase in order to convince them to complete the checkout and place an order. You can find more details about this functionality in the Magento Abandoned Cart Campaigns guide.

This functionality is useful for marketing representatives and any other employees who are working with email campaigns directed at customers of Magento-based store.

Important

To use this functionality, you also need to set up the Abandoned Cart extension.

Data Audit

The user can see the full history of changes made to any record of an auditable entity (see step 6 of the ) Create an Entity instruction), as well as an out-of-the-box report of all such actions.

The report is available from the “System” menu and described in more details in the Data Audit guide.

The link to a specific record’s history of changes is available in the top right corner of the record’s view page.



This Data Audit is usually used by system administrators, but may also be used by managers in order to see how details of different records were changed, as well as by whom.

Dotmailer Statistic

This capability is meaningful if the system has been integrated with dotmailer.

Such integration lets users utilize dotmailer as an email campaign engine, as described in the guide on Integration with Dotmailer. In short, the user can synchronize lists of contacts in OroCRM and dotmailer, and use them to create email campaigns in dotmailer and import them to OroCRM.

The user will be able to see the dotmailer campaign statistics to analyze the efficiency of the campaign.

These statistics are usually used by marketing managers and representatives responsible for email campaigns.

Export Entities

The user can export an entity’s records into a .CSV file, as described in the Import and Export Data guide.

The Export button will appear in the top right corner of the page.



Export is a general productivity tool that is usually enabled for most users.

General Import/Action Operations

This capability enables common operations for import and export, such as the ability to load the error log. It is recommended that you enable this capability if either “Export Entities” or “Import Entities” are also enabled.

Import Entities

The user can import records from a .CSV file to OroCRM, as described in the Import and Export Data guide. The Import button will appear in the top right corner of the page.



This is necessary for users who need to import large sets of data into the system. For example, these may include sales representatives or employees responsible for lead development.

Jobs Management

Users can see jobs that have been started in the system, as well as view their current status and their performance log from the Job Queue and Sheduled tasks pages. Links to these pages are available in the System menu.

The Job Queue and Sheduled tasks pages are usually used by system administrators.

MailChimp Manipulations

This capability is only meaningful if the system has been integrated with MailChimp.

Such integration lets users utilize MailChimp as an email campaign engine, as described in the guide on Integration with MailChimp. This lets users synchronize lists of contacts in OroCRM and MailChimp, use them to create email campaigns in MailChimp, import them to OroCRM, and use the MailChimp campaign statistics to analyze the efficiency of the campaign.

All of these operations will only be available within OroCRM if the capability has been enabled.

The ability to integrate with MailChimp will especially be useful for marketing associates and other managers responsible for email campaigns.

Manage Configurable Entities

Many entities in OroCRM can be configured from the interface, as described in the Entities guide. The user can change the attachments settings, define whether the entity should be displayed on a grid and/or a record view page, whether it will be exported to a .csv file, and define other settings. For some of them, it is also possible to add new fields, as described in the Entity Fields guide.

These actions are only available if the Manage Configurable Entities capability is enabled.

They are usually performed by the system administrators.

Manage Organization Calendar Events

If this capability has been set to “System,” users can create, edit, and delete events in organization-wide calendars, which are described in more detail in thee corresponding section of the Calendars Overview guide.

Organization calendar events are usually managed by organization-level managers and HRs.

Hint

Even if this capability is disabled, users can still view organization-wide calendars, add them to their own calendar views, and copy related events to their own calendars.

Manage System Calendar Events

Users can create, edit, and delete events in system-wide calendars, which are described in more detail in the Calendars Overview guide.

System calendar events are usually managed by the company managers and HRs.

Hint

Even if this capability is disabled, users can still view organization-wide calendars, add them to their own calendar views, and copy related events to their own calendars.

Manage System Calendars

Users can create and manage system-wide calendars.

System-wide calendars are usually created and managed by system administrators and top managers.

Manage Users’ Passwords

The user can change the passwords of other users. Usually, this is only done by system administrators when creating or editing a user record.

Hint

This capability does not influence a user’s ability to edit their own password from the My User page.

Merge Entities

Users can merge several records of the same entity.

By default, it is recommended to enable this capability. It is usually used by sales representatives.

Outlook Integration

This capability is meaningful for Enterprise users only. If it is enabled, users can download the latest version of the OroCRM add-in for Outlook from their profile page.

If OroCRM is synchronized with Outlook, you can use the add-in to synchronize contacts, tasks, and calendar events between OroCRM and your Outlook account. You can also associate emails to accounts, contacts, opportunities, and cases, as well as create leads, opportunities, and cases in OroCRM that are based on emails from the Outlook sidebar.

This is a general capability that can improve the user experience for all Enterprise users who are using both OroCRM and Outlook.



Read Address Dictionaries

A user can access countries, regions, and address types via the API. It must be enabled in order to support Lead creation via Outlook. This capability should be activated for system administrators or integrators who are authorized to access OroCRM via the API.

Send Campaign Emails

With OroCRM’s email campaigns, a user can send personalized template-based emails to multiple users. This capability does not affect the user’s ability to define and edit the campaign settings and create templates, but this capability must be enabled in order for a user to launch a campaign (i.e., start sending emails specified by the campaign.

Those usually authorized to send email campaigns include marketing associates and other employees who engage in direct communications with potential customers, existing clients, other system users, etc.



Share Grid View

A user can share the grid views that they have configured. This way, they can adjust a grid and share it with other users.

This is particularly useful for team-leads and heads of departments who want to modify and share grids with their subordinates.



System Information

A user can view the system information page. This page contains the list of Oro packages and third-party packages that are installed, and is usually only used by system administrators and integrators.

System Configuration

A user can access the system configuration page (in the main menu, navigate to System>Configuration) to localize the system, change the display and tracking settings, and otherwise change the system configuration.

Tag Assign/Unassign

A user can assign/unassign tags which are non-hierarchical keywords or phrases assigned to records. They provide additional information about records and are visible to all the system users.

Tags can be successfully utilized by all users.

Unassign All Tags From Entities

This capability is only meaningful if Tag assign/unassign is enabled.

If both Tag assign/unassign and Unassign All Tags From Entities capabilities are enabled, users can unassign not only the tags that they have added, but any tags other users have also added to records.

This way, you can restrict users from deleting tags made by other users. This is usually available to team leads, department heads, and managers.

Unshare Grid View

Users can unshare grids previously shared by themselves. This is usually available to all users who work with grids.

View SQL Query of a Report/Segment

Users see the SQL request that is sent to the system for a report/segment.

Usually, this is only granted to system administrators so they can check if a report has been developed correctly. The Show SQL Query link will appear below the report.



This setting will only work if it has been enabled within System Configuration>Display Settings> Report settings.



Workflow Manipulations

Users can manage the records, that are associated with workflows. Otherwise, users may be able to see and edit records, but will not be able to change the status of the records within the workflow.

This capability must be disabled if you want to restrict users from changing the status of records.

Default Configurations Table

In this table, you will find several default configurations that have been created for different user roles. By default, system administrators have access to all capabilities, while other roles are limited by their functions, as shown below.

  Admin Marketing Representative Sales Manager Sales Representative
Capability + +
Abandoned Cart Campaign manipulations + +
Data audit + +
Dotmailer Statistic + +
Export entities + + +
General import/action operations + +
Import entities + + +
Jobs management +
MailChimp manipulations + +
Manage configurable entities + +
Manage organization calendar events + +
Manage system calendar events + +
Manage system calendars + +
Manage users’ passwords + +
Merge entities + +
Outlook integration + + + +
Read address dictionaries + + +
Search + + +
Send campaign emails + +
Share grid view + +
System Information +
System configuration +
Tag assign/unassign + +
Unassign all tags from entities + +
Unshare grid view + +
View SQL query of a report/segment +
Workflow manipulations + + + +
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