This is an optional but highly recommended step, especially if you have a large number of users with different authorization levels.
If you tell TeamGram how your departments are organized, and which users are in which departments, setting access rights becomes much easier.
Understanding How Access Rights Are Managed:
Information records in TeamGram can be of different types. Some examples include contacts, products, quotes, and notes. You will learn more about these later.
There are 3 different access rights that govern who can do what with a record in TeamGram:
- Owner: The first person to create a record automatically becomes its owner. The owner can read, edit, or delete a record, and can also decide who can do these things for that record. A record can have only one owner, but the owner can transfer ownership to someone else.
- Editor: Editors of a record can read, modify or delete it, but they cannot change its access rights. The owner decides who will have editor-level access on a record. A record can have multiple editors. Both users and whole departments can be assigned as editors.
- Reader: Readers of a record may view it, but may not modify or delete it. As with editors, these are assigned by the owner. A record can have multiple readers. Both users and whole departments can be assigned as readers.
Suppose ABC Advertising Co. is your customer. You will want to create a company record in TeamGram to store information like addresses and phone numbers of this company. When you create this company record, you will automatically become it owner, so you will be able to decide which will have access to it.
This information is probably not a secret inside the company. You will want to give reader-level access to All Users, so they can find it easily when needed. This will allow anyone you invite as an authorized TeamGram user of your company to be able to read the addresses and phone numbers of this company.
On the other hand, you may not want everyone in the company to be able to change or delete it. To allow only a specific person to do this, you can assign that person as an Editor.
As an owner, you can always change your mind and make changes in editors and readers.
The organization chart has a very basic principle: Bosses can do anything people reporting to them can, and then some more.
If you are authorized to read a record A, we can safely assume that your boss is also authorized to do the same. If a colleague reporting to your boss is authorized to edit another record B, but you are not authorized to edit or read it, you will not be able to read it. Although your boss is not explicitly listed as a reader or an editor of these records, she will be able to read record A (because she is your boss), and also edit record B (because she is also your colleague’s boss).
People higher up in the hierarchy have the collective rights of everyone reporting to them.
Your Organization Chart
For this to work, TeamGram needs to know the organizational structure of your company. You can easily describe that structure by creating an organization chart.
Your organization chart in TeamGram may or may not be the same chart you use for other purposes.
For example, even if your sales and marketing teams are different organizational units, if they have exactly the same rights and are reporting to the same person, you may want to create a single Sales & Marketing department in TeamGram, and put all sales and marketing staff into that department.
Note that when you grant a right to a department, you grant the same right to everyone in that department. Also note that bosses inherit the collective rights of everyone reporting to them, but people in the same department do not inherit rights from each other.
Therefore, it is good practice to create managers and the departments they manage as different departments. For example, the Sales Reps department reports to the Sales Manager department, so that the sales manager can have the collective rights of all sales reps.
To create departments, click on Control Panel on the left navigation menu, and then click on Departments.
Initially, your organizational chart contains a single department called the Default Department.
To add a new department, click on the New Department button.
To define a department, you must give it a descriptive name, like General Manager, Sales Manager, Phone Sales, Field Sales, or Production Manager.
You can also specify which department a department reports to. For example, Sales Manager reports to General Manager, General Manager reports to no-one, etc.
You can edit departments and add users to them by clicking on them in the organization chart.
After moving your existing users, delete the Default Department.
You are now ready to add your remaining users.
Next Topic: Adding Your Users