Profiles, Roles and Data Sharing

Profiles, Roles and Data Sharing

Introduction

Your administrator will assign you a Profile, Role, and Data Sharing access based on your position within the organization. Together, these settings determine what you can see and do in 1Stop—based on your specific responsibilities. For example, an accountant will need different access to information than a Sales Rep. Below are short description of Profiles, Roles, and Data Sharing. 
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If you have questions about your Profile, Role, Data Sharing settings—or if you're denied access to information you need, please contact your administrator.  

Profiles

A profile refers to a set of permissions and access settings that determine what you can or cannot do within 1Stop. Your profile controls what you can view, edit, and delete. It also give you access to specific features, and the ability perform various tasks. Your experience is customized based on your profile to align with your role and responsibilities within your company. 1Stop comes with pre-configured Profiles accessible by your administrator.  


Roles

A Role is akin to a job title or position you've been assigned, and it determines your position within the company's hierarchy. This is crucial for data sharing purposes. For example, based on their role, a Sales Manager can view all records owned by Sales Reps who report to them, but individual Sales Reps cannot view each other's records. 1Stop comes with pre-configured Roles accessible by your administrator.  


Data Sharing

Data Sharing controls who can see which records in 1Stop. By default, records are set to Private—only the owner and their manager can view them. But your administrator can create Data Sharing Rules to give access to users in other roles or groups when needed. This helps teams work together without changing record ownership or roles.

There are four sharing levels:
  1. Private – Only the owner and their superior can view the record.
  2. Public Read Only – Users can view others’ records, but not edit or delete them.
  3. Public Read/Write – Users can view and edit others’ records, but not delete them.
  4. Public Read/Write/Delete – Users can view, edit, and delete others’ records.

Sharing rules can be set for different modules (like Contacts, Quotes, or Products), giving your company flexible control over who sees what.



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For more information on Profiles, Roles and Data Sharing, review these related articles:
  1. Profiles - See Profile Management to learn how to create profiles and manage profile permissions. 
  2. Roles - See Role Management to create roles, assign them to users, and edit or delete roles.
  3. Data Sharing Rules - See Manage Data Sharing to set up data sharing rules and manage sharing settings for emails.



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