Security Levels in ACT! by Sage Premium

• 1) Database Level Security
• 2) User Level Security
• 3) Record Level Security
• Back to Security Levels

Record Level Security:

Record level security controls access to records in the ACT! database. The record manager has the ability to mark records as Private and therefore make these records unavailable to other users. Private data is only visible to the owner. Even users with an administrator role cannot view private data.

Contacts:
Contacts are unique, they have three security options: Public, Private and Limited Access.

• Public - Public contacts can be seen by all users.
• Private - Private Contacts can only be seen by the Record Manager assigned to that contact record. Administrators do not have the ability to view another users private contacts. A private contact will, by default, have private notes, histories, activities, and opportunities. A User's 'My Record' cannot be made private, but may contain private notes, histories, activities, and opportunities.
• Limited Access - Limited access allows the record manager to identify certain users/teams and give access to these Contacts. When a user is removed from the Limited Access list, the user will continue to have open activities and opportunities with that contact. However, when they clear that activity or change the opportunity in a way to generate a history, they will be notified that they are creating a history for a contact they no longer can access. Once a user is removed from the ACL (Access Control List), they cannot create new activities or opportunities with that Contact.
  
  Note: Limited Access is only available in ACT!  Premium for Workgroups.

Notes, Histories, and Opportunities:
If a user has access to a contact; notes, histories, and opportunities can be created and designated as private. Private items/records are not viewable by other users in the database, even if the other users can view the contact record. When a contact is deleted, all notes, histories, and opportunities are deleted, even if they are private.

Activities:
ACT! for users will have the ability to view the details of another user’s calendar unless the other user’s activity is private. In this case, the calendar will reflect Busy time for this user, with no reference to any activity details. If an activity is public, but the contact is private, the activity will display but the contact name will not. You cannot add an activity to another user’s calendar, unless you have been given delegate permission's to do so. By default, all administrator users will have edit permission. Any user involved in the activity can modify the alarm settings, priority and activity color. However, unless you are a delegate or an organizer for an activity, you cannot modify any other property of the activity.

Groups and Companies:
Standard, Manager, and Administrators can create companies and groups. By default, the creator of the company or group is the Record Manager. The Record Manager can make the group private to other users. Making a company or group private, does not make the contacts and other entities of that company or group private.

Reassigning records:
An administrator or manager can reassign ownership of non-private contacts, activities, opportunities, groups, and companies from one user to another user. Items that cannot be reassigned are Activity series, and History records. Historical fields, such as "Created By" will be unaffected by reassignment. An administrator or manager can reassign records to any user in the database with the exception of Browse users. Records can be reassigned to a user that is not on a contact’s Access Control List (ACL). If the designated user is not on the contact’s ACL, a notification will be displayed telling the administrator or manager that the user does not have access to that contact. However, the administrator or manager can still reassign the contact to that user.

Mass Reassigning:
Reassignment can be done on a per record basis (per activity, opportunity, etc) or on a per user basis where every record associated with one user may be reassigned to another user. When a record is reassigned, the designated user becomes the record manager of that item.

Mandatory Reassignment:
In the case of mandatory reassignment (deleting a user from the database), private records will be deleted from the database.