• 
• 
• 
• 
• 
• 
• 

Security Roles in ACT!

The ACT! application includes five user roles: Administrator, Manager, Standard, Restricted, and Browse. Your user role determines the features you have access to and the functions you can perform. Additionally, custom permissions are granted by the Administrator user and let users perform extra tasks with the application.

Custom permissions include:

• Accounting link tasks - Lets the user install and use an Accounting/back-office link.
• Handheld device sync - Lets the user synchronize an ACT! database with handheld devices.
• Remote administration - Lets the user back up, restore, and check and repair a remote database they belong to.
• Export to Excel - Lets the user export data in a list view to Excel.
• Delete records - Lets the user delete contacts, companies, groups, activity series, notes, histories, opportunities, and secondary contacts the user owns.

Browse Level

This role is the most limited. Browse users can:

• View data that they have record access to.
• Print and run reports.
• Perform lookups and Advanced queries.
• Use Internet Services.
• Run ACT! update (cannot update schema).
• Print contact, company, and group information, calendars, address books, and so on.
• Scan for duplicate contacts.
• Set user preferences.
• Customize navigation bar.
• Back up and restore personal supplemental files.

Browse users cannot delete records.

Restricted

This role allows users to access only certain areas of the application. Restricted users can:

• Do everything Browse users can do.
• Create contacts and opportunities, and schedule activities, including activities in an activity series.
• Run reports and perform mail merges.
• Can own a record as the Record Manager.

Restricted users cannot delete records.

Standard

This is the most common user role, which gives users access to most records and data. This is the default user role.

Standard users can:

• Do everything Restricted users can do.
• Access most areas of the application.
• Create contacts, groups, companies, and opportunities.
• Modify report and word-processing templates.
• Delete records they own as the Record Manager.
• Print contact, company, and group information, calendars, address books, and so on.
• Be granted permission to delete records they own.
• Be granted permission to export to Excel.
• Be granted permission to perform administrative tasks on a remote database that they are a member of.
• Be granted permission to perform Accounting link tasks.
• Be granted permission to synchronize handheld devices with the database.

Manager

This role is designed for users who require system-wide access to data but do not need to use administrative tools. Manager users can:

• Do everything Standard users can do except for being granted permission to export to excel and delete records they own.
• These permissions are granted by default and cannot be removed.
• Access all areas of the application except database maintenance.
• Define fields and layouts.
• Manage synchronization setup.
• Customize data such as priority types and custom activities for the entire database.
• Delete any records (except private records that belong to other users).
• Change user access of records (except for private items).
• Create and manage teams

This role is typically assigned to users who manage other users and who require system-wide data access.

It is recommended that you limit the number of users to whom you assign Administrator and Manager roles.

Administrator

When you create a database, you are automatically assigned the role of Administrator. This is the most powerful role with access to all areas of the application and all data in the supplemental files . An Administrator also has access to all management tools such as database maintenance and synchronization.

Administrator users can:

• Do everything Manager users can do.
• Access all data in the database. Generally, users cannot view the private records of other users.
• Perform database maintenance, restore or delete databases.
• Create and manage users.

Once installation is complete, the Administrator user is typically the person who manages the database.

It is recommended that you limit the number of users to whom you assign Administrator and Manager roles.

See the ACT! User's Guide for more information about user roles and permissions.