Managing Recruiter Security Roles. Instructor Name

Transcription

1 Managing Recruiter Security Roles Instructor Name

2 Introductions Instructor Name Title Recruiter Experience Participants Name Organization Title/function Job responsibilities Recruiter Experience Expectations 1/25/2013 2

3 Objectives When you complete this Managing Recruiter Security Roles, you will be able to: Explain the MS Dynamics CRM 2011 Security Model. Describe the security roles available in Recruiter. Assign security roles to individual end users. Copy existing security roles. View security roles assigned to users. Check permissions. 1/25/2013 3

4 Security Model Recruiter Privilege Role Entity Colleague 1/25/2013 4

5 Role-based Security Administrative Assistant Recruiter Event Approver System Administrator Create Read Write Delete Append Append To Assign Share Create Read Write Delete Append Append To Assign Core Records Prospect (Contact) Organization (Account) Share 1/25/2013 5

6 CRM Business Modules Microsoft Dynamics CRM 2011 is organized using the following three business modules: Sales Marketing Service 1/25/2013 6

7 Role A role contains privileges that delineate a set of actions that can be performed on a specific entity. All users need to be assigned to one or more predefined or custom roles. 1/25/2013 7

8 Entity An entity is a file or data store that exists in Recruiter. Events Prospects (Contacts) Suspects (Leads) Activities Campaig n Codes 1/25/2013 8

9 Privilege Privilege Create Read Write Delete Append Append To Assign Share Reparent Enable/ Disable Microsoft Dynamics CRM 2011 Privileges Description Create an entity. View an entity. Make changes to an entity. Delete an entity. Associate a selected entity to another entity. To associate an entity to the selected entity. Transfer record ownership to another user. Give access to a record to another user while keeping your own access. Assign a different parent to an entity record. Give or take away privileges. 1/25/2013 9

10 Append vs. Append To The Append and Append To access rights are privileges that work together. The Append To privilege will allow other entities to get attached to an entity. The Append privilege will allow the entity to attach the records to the entity with the Append To privilege. Append Append To Brother is Alumni Prospect Note 1/25/

11 Miscellaneous Privileges Miscellaneous Privileges are not assigned to an entity. They are common tasks that are delivered by Microsoft. Miscellaneous Privileges in Core Records Add Reporting Services Reports Publish Templates Publish Reports Publish Duplicate Detection Rules Publish Mail Merge Templates to Organization View Audit History View Audit Summary Bulk Delete Publish Templates Publish Reports Miscellaneous Privileges in Marketing (Campaigns) Create Quick Campaigns Miscellaneous Privileges in Customizations Execute Workflow Job Modify Customization Constraints ISV Extensions 1/25/

12 Access Levels The access level for a privilege determines, for a given entity type, at which levels within the organization hierarchy a user can act on that type of entity. Symbol Access Level Global Access Deep Access Local Access Basic Access No Access 1/25/

13 Activity: Terms and Definitions Term Definition a. Privilege Associate a selected entity to another entity. b. Role Transfer record ownership to another user. c. Access Level To associate an entity to the selected entity. d. Entity Authorize the user to perform an action on a specific entity type. e. Module A data store that exists in Recruiter. f. Append g. Append To Contains privileges that define a set of actions that can be performed on a specific entity. Determines, for a given entity type, at which levels within the organization hierarchy, a user can act on that type of entity. h. Assign MS Dynamics CRM business unit. 1/25/

14 Activity: Terms and Definitions Term Definition a. Privilege f Associate a selected entity to another entity. b. Role h Transfer record ownership to another user. c. Access Level g To associate an entity to the selected entity. d. Entity a Authorize the user to perform an action on a specific entity type. e. Module d A data store that exists in Recruiter. f. Append b g. Append To c Contains privileges that define a set of actions that can be performed on a specific entity. Determines, for a given entity type, at which levels within the organization hierarchy, a user can act on that type of entity. h. Assign e MS Dynamics CRM business unit. 1/25/

15 Activity: Security Symbols Symbol Access Level This access level gives a user access to records he or she owns, objects that are shared with the user, and objects that are shared with a team of which the user is a member. This access level gives a user access to records in the user's business unit. No access is allowed. This access level gives a user access to all records within the organization, regardless of the business unit to which the user belongs. This access level gives a user access to records in the user's business unit and all business units subordinate to the user's business unit. 1/25/

16 Activity: Security Symbols Symbol Access Level This access level gives a user access to records he or she owns, objects that are shared with the user, and objects that are shared with a team of which the user is a member. This access level gives a user access to records in the user's business unit. No access is allowed. This access level gives a user access to all records within the organization, regardless of the business unit to which the user belongs. This access level gives a user access to records in the user's business unit and all business units subordinate to the user's business unit. 1/25/

17 CRM Security Roles There are several roles delivered with Microsoft Dynamics CRM. We encourage you to use the following with Recruiter: System Administrator System Customizer 1/25/

18 Recruiter Security Roles There are several roles we created for Recruiter. Descriptions for each role are in your participant guide. Administrative Assistant Application Administrator Application Status Override Access Director of Admissions Event Approver ExactTarget Access Role ExactTarget View Only Role External User Import Applications Access Import Suspects Access Import Test Scores Access Recruiter Recruiting Home Access Recruiting Home Director Access Trip Home Access 1/25/

19 Entities Available in Recruiter Not all of the entities listed under the CRM Business Module tabs are available in Recruiter. The table in your participant guide lists these entities and whether they are available in Recruiter. 1/25/

20 Demonstration Viewing Security Roles 1/25/

21 Activity: Understanding Recruiter Roles 1. What Roles have Read, Write and Create access to States? 2. What Roles do not have Read, Write and Create access to Campaigns? 3. What Roles have the ability to publish Duplicate Detection Rules? 1/25/

22 Activity: Understanding Recruiter Roles 1. What Roles have Read, Write and Create access to States? Administrative Assistant, Application Administrator, Director of Admissions, Recruiter 2. What Roles have Read, Write and Create access to Campaigns? Administrative Assistant, Application Administrator, Director of Admissions, Recruiter 3. What Roles can delete Recruiting Territories? Director of Admissions 1/25/

23 Demonstration Using Help 1/25/

24 Activity: Roles at Your Institution 1. Open the Datatel Recruiter - Requirements Workbook, and list three individuals at your institution. 2. Review the Recruiter Security Roles section of this guide and the Recruiter application and assign these individuals roles that match the tasks that they perform at your institution. 1/25/

25 Key Points Recruiter uses Datatel Recruiter s security roles to assign privileges to end users. End users are assigned roles that have privileges that alter entities in Recruiter. There are several entities that have been created for Recruiter under the Custom Entities tab. The remaining entities exist under MS CRM Business Modules. The privileges assigned to each role are cumulative. As you assign more roles, you are adding more access. If there s a conflict, the least restrictive privileges will prevail. 1/25/

26 Key Points Miscellaneous Privileges are common tasks that delivered by Microsoft for each CRM business module. They are not assigned to a specific entity. The access level for a privilege determines, for a given entity type, at which levels within the organization hierarchy a user can act on that type of entity. The only MS CRM role we encourage you to use is System Administrator. 1/25/

27 Security Model Recruiter Privilege Role Entity Colleague 1/25/

28 Demonstration User Summary Report 1/25/

29 Demonstration Assign Security Roles 1/25/

30 Activity: Assigning Roles 1. Run the User Summary Report. 2. Assign a new role to at least three users and write in your participant guide. 1/25/

31 Copying Security Roles If a Recruiter security role or combination of security roles does not meet your needs, we recommend that you copy an existing role and customize it to meet your needs. When you rename a role you have copied, use your client number to identify it as a custom role. You should not modify Ellucian delivered roles. You can copy existing roles and then edit the copies or create new roles from an unmanaged solution. 1/25/

32 Demonstration Copying Security Roles 1/25/

33 Demonstration Checking Permissions 1/25/

34 Activity: Assigning Roles 1. Find an existing security role which you would like to alter permissions. Do not use the Director of Admissions for this exercise. 2. Copy the role and rename it using your client ID. 3. Edit the role to create territories. 4. Check the permissions. 1/25/

35 Key Points To view and assign security roles, go to Settings>Administration>Security Roles. To see what roles are assigned to end users, you can run the User Summary Report. When you rename a role you have copied, use your client number to identify it as a custom role. You should not modify Datatel delivered roles. You can copy existing roles and then edit the copies or create new roles from an unmanaged solution. You can view permissions for a record under File>Properties. You can view permissions for a specific profile under Settings>Users>Security Roles 1/25/

36 Next Steps Evaluate your security needs Explore Recruiter s help section In Recruiter Test, Practice copying roles and modify these If you have any questions or concerns, please don't hesitate to contact Ellucian at services@ellucian.com 1/25/

37 Questions and Answers

38 Thank you for your participation