Set Up Access Based on Security Roles

To define security roles and specify each role's levels of access, go to the Security area in the Configuration workspace.

To set up security roles, complete the following steps:

1. In the Configuration workspace, click on the left edge of the Deltek CRM page to go to the Security area.
2. Click + Add Security Role below the Security Roles grid. A blank row displays so you can enter role information.
3. In NAME, enter a name or short description of the role.

   Important: Once you leave this field, the name is saved and cannot be changed. If you want to change the name of a role, delete it and add it again with the correct name.

4. Click the OBJECT ACCESS field. A drop-down displays for defining the role's access.
5. Do one of the following:
   • If you want those assigned the role to have access to opportunity, organization, and contact information, select All.
   • If you do not want those assigned the role to have access to all three types of records, select the check boxes for the types of records they will have access to.

   If a role has no access to a record type, the icon for accessing the corresponding Deltek CRM area is not displayed for those users. In addition, they cannot display the related report in the Reporting area.

   A role's access to the Opportunities area determines its access to the Dashboard area. If a role does not have access to the Opportunities area, it also does not have access to the Dashboard area.

6. Click the RIGHTS field for the first selected record type, and select the set of actions users can carry out for that type of record:
   • Read: Display records but not add, change, or delete them.
   • Add: Display, change, and add records but not delete them.
   • Modify: Display and change records but not add or delete them.
   • Full: Display, add, change, and delete records.
7. Click the RECORDS field for the first selected record type, and select which records of that type users can access:
   • All: All records of that type.
   • Associated With User: Only records with which the user is associated.
   • User's Business Unit: Only records associated with the business unit to which the user is assigned. This option is only available if you use business units and is only available for defining access to opportunities.
   • Custom: Only records associated with one or more of a selected list of business units. This option is only available if you use business units and is only available for defining access to opportunities.
8. If you selected Custom for opportunities in the previous step, the Business Units dialog box displays. In that dialog box, click each of the business units for which the role will have access to opportunities. Click Select when you have selected all of the business units for the role.

   If the list of business units is long, use the field above the list to search for the business units. In that field, type one or more characters from the business unit name to display a list that contains only the business units with names that include that string of characters.

9. Repeat steps 6 - 8 for the other selected record types
10. If you want those assigned the role to have access to the Configuration workspace, select CONFIGURATION.
11. Repeat steps 2 - 10 for each additional role.