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Capabilities List

The capabilities are an important part of the Oro application security settings. For detailed information, see the Access and Permissions guide.

A user’s access to different functionalities depends on which capabilities are included in the user’s role. For example, you can limit a user’s ability to assign tags or create new users.

This guide describes the set of capabilities that can be included into a user role and their related functionalities.

Account Management

Access Data Audit

This capability enables a user to review 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 can be found by navigating to System>Data Audit in the main 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.



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.

Access System Information

This capability enables a user to view the system information page (by default, it can be found by navigating to System>System Information in the main menu). 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.

Marketing

Send Campaign Emails

With OroCRM’s email campaigns, a user can send personalized template-based emails to multiple users. This capability enables a user to launch a campaign manually. That is, to start sending emails specified by the campaign which is not scheduled to send emails at a specific time (campaigns that has Manual selected for Schedule)).



Note

This capability does not affect the user’s ability to define and edit campaign settings and create templates.

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.

Sales Data

Manage Abandoned Cart Campaigns

This capability enables a user to utilize the Abandoned Cart Campaign functionality. A user can 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.

Application

Access Job Queue

This capability enables a user to review jobs that have been started in the system, as well as view their current status and their performance log (by default, this information can be found by navigating to System>Jobs in the main menu).

The information about the jobs is important for system administrators.

Access System Configuration

This capability enables a user to access the system configuration page (by default, it can be found by navigating to System>Configuration in the main menu) where they can localize the system, change the display and tracking settings, and otherwise modify the system configuration.

Export Grid View

This capability enables a user to export the grid views that they have configured.



This is particularly useful for data analysts.

Outlook Integration

Important

For Enterprise Edition users only.

This capability enables a user to download the latest version of the OroCRM add-in for Outlook (see the MS Outlook Add-In field description of the General section of the My User page.

If OroCRM is synchronized with Outlook, this add-in enables a user to synchronize contacts, tasks, and calendar events between OroCRM and the user’s Outlook account. The user 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.

Update User Profile

This capability enables a user to update their own profile regardless of which permission for the Edit action on the User entity the user’s role includes.

That is, when the Update User Profile capability is included in the user’s role, even if the role has None selected for the Edit action on the User entity, the user will be able to update their profile.

This is convenient for all users.

Assign/Unassign Tags

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.

Manage Menus

This capability enables a user to access menus configuration.

Users can modify menus at three different levels:

  • Personal (To made changes at this level, a user opens their profile, and selects Edit Menus from the More Actions dropdown.
  • Organization (To made changes at this level, a user navigates to System>User Management>Organization, clicks the required organization, and on its view page, clicks Edit Menu).
  • System (To made changes at this level, a user navigates to System>Menus)

Important

The ability to configure menus is controlled by the two capabilities: Manage Menus and Access system configuration.

  • To enable a user to personalise menus for themselves and configure menus for each organization individually, include the Manage Menus capability into the user role.
  • To enable a user to configure menus the whole enterprise (all organizations that exist in the Oro application) at once, in addition to the Manage Menus capability, include also the Access system configuration capability into the user role.

Warning

For Enterprise Edition only:

If your enterprise includes several organizations, changes made at System>Menus will affect all the organizations.

To made changes only for a specific organization, make changes at the organization level.

View SQL Query of a Report/Segment

This capability enables a user to review the SQL request that is sent to the system for a report/segment.

Usually, this capability 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.



Hint

This capability must be also enabled in the report settings. For this, in the main menu, navigate to System Configuration>Display Settings>Report settings, and select the Display SQL In Reports And Segments check box.

Access Personal Configuration

This capability enables a user to access the personal configuration page where they can localize the application, change the display settings, and otherwise modify how the application will appear to themselves. Changes made by a user on the personal configuration page do not affect other users.



Connect to MailChimp

Note

Use this capability only when the system is integrated with MailChimp.

Such integration enbles a user to utilize MailChimp as an email campaign engine, as described in the Integration with MailChimp guide. A user can 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.

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

Manage Passwords

This capability enables a user to change passwords of other users. Usually, this is only done by system administrators. See User Management for more information.

Hint

This capability does not influence a user’s ability to edit their own password from the My User page (see step 5 of the Edit Your Profile action description.



Share Data View

This capability enables a user to share and unshare the grid views that they have configured.




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

Calendar

Assign Calendar Events

If this capability is enabled, a user can assign calendar events to another user’s calendar.

For more information, see the Manage Calendar Events section of the Calendar Events guide.

Manage Organization Calendars (and Their Events)

If this capability is enabled, users can create, edit, and delete organization-wide calendars (i.e. system calendars with Organization selected for Scope) as well as events in these calendars.

For more information, see the System Calendars guide.

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.

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

Manage System Calendars (and Their Events)

If this capability is enabled, users can create, edit, and delete system-wide calendars (i.e. system calendars with System selected for Scope) as well as events in these calendars.

For more information, see the System Calendars guide. Calendars Overview guide.

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.

System-wide calendars are usually managed by system administrators, company managers and HRs.

Entity

Access Entity Management

This capability enables a user to access entity management (by default, it can be found by navigating to System>Entities>Entity Management in the main menu).

Many entities in OroCRM can be configured from the interface, as described in the Entities guide. A 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.

They are usually performed by the system administrators.

Merge Entities

This capability enables users to merge several records of the same entity.

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

Export Entity Records

This capability enables users to export entity records as described in the Import and Export Data guide.

The Export button appears in the upper-right corner of the grid page.



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

Import Entity Records

This capability enables users to import records from a file to OroCRM as described in the Import and Export Data guide.

The Import File button appears in the upper-right corner of the grid 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.

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