User Security Features in GoldMine
DID YOU KNOW…that GoldMine provides numerous options regarding limiting users’ access to data and functionality? Limiting user access to potentially harmful features is important in order to prevent harm to the organization, whether accidental or otherwise.
True story: Prior to working with Anton Systems, one of our clients unfortunately had an employee who exported CRM data and sold the data to competitors. This was simply a case of a system that was not sufficiently locked-down.
In today's post, we will discuss some key areas of GoldMine security, and make recommendations in some areas that give a good balance of security and usability. Of course, each organization is different, and you should review the security needs of your organization, and ensure that those needs are reflected in GoldMine's security configuration.
We will look at a few areas within GoldMine that organizations should be aware of:
User System Permissions
User system permissions are primarily controlled through the User Properties dialog box (Tools >> User Settings. Select the user from the list and click User Properties). Settings specified in this area dictate what level of access the user has to the system itself, and not necessarily the level of access to specific contact data (see Record Ownership & Curtaining below).
We have covered specific areas by tab below, and included comments to explain some of the key items to be aware of.
Record Ownership & Curtaining
In competitive sales situations, it may be necessary to segment the database among sales reps in order to allow reps to see only their own data.
Each record has an owner and a level of curtaining that can be applied. These are accessible via Edit >> Record Properties >> Record-related Settings:
To mass-assign owners to records and bulk-update the curtaining settings, use the Lead Management Center tool: Go To >> Lead Management, then click on Assign an owner/manager.
Sometimes, specific fields must be protected to ensure they are updated by only specific individuals/groups. For example, if GoldMine is tied-in to your accounting system, you may want to limit access to the record number used for the accounting system (if you store this in GoldMine).
To edit the field properties, right-click the specific field and click Properties.
Of course, if you have any questions, or need some help implementing security that is specific to your organization, please contact us!