How to Manage Pipeline Permissions
Controlling Access to Your Sales Pipelines
Pipeline Permissions allow you to define who can view or edit specific sales pipelines within the Opportunities section of your CRM. This feature helps you maintain data privacy, keep sensitive deals secure, and provide each team member with a focused view of the opportunities relevant to their role, all without altering their broader account permissions.
Key Advantages of Using Pipeline Permissions
- Focused Visibility: Team members only see the pipelines they are supposed to work on, reducing clutter.
- Data Security: Protect confidential information, such as revenue figures, from unauthorized users.
- Granular Control: Assign access on a per-pipeline basis to individuals or entire roles.
- Consistent Structure: Maintain uniform pipeline stages and names while controlling who can modify them.
- Cross-Platform Consistency: Permissions are enforced consistently on the web application, mobile apps, and through the API.
How to Configure Pipeline Permissions
Follow these steps to manage who can access each pipeline.
Step 1: Navigate to the Pipelines Section
Go to the main navigation and select Opportunities, then click on Pipelines.
Step 2: Open the Permissions Manager
Locate the pipeline you wish to manage and click the Key icon next to its name. This will open the Manage permissions window.
Step 3: Select a Sharing Mode
Choose how you want to share the pipeline:
- Share with all users: Apply a single access level to every user in the account.
- Share with selected users/roles: Choose specific individuals or roles to grant access.
- Exclude specific users: Make the pipeline available to everyone except for a select few users.
Step 4: Set Access Levels
For each user or role you are granting access to, select their permission level:
- View Only: Users can move and update opportunities assigned to them but cannot modify the pipeline's stages or settings.
- Edit: Users have full control to add, edit, or delete pipeline stages and the pipeline itself.
- No Access: The pipeline is completely hidden from the user's view.
Note: Users with Administrator privileges will always have full access to all pipelines.
Step 5: Save Your Changes
Click the Save button to apply the new permission settings.
Audit Logs and Safety Features
For compliance and troubleshooting, the CRM maintains a detailed audit log of all permission changes.
You can review these logs by going to Settings and selecting Audit Logs. Filter the logs by User, set the Module to 'Pipeline Permissions', and specify a date range to see a history of changes.
The system includes a safeguard to prevent accidental data isolation. If you attempt to revoke a user's access to a pipeline where they currently own opportunities, the system will block the change and prompt you to reassign those opportunities first.
Frequently Asked Questions
What happens if a user with 'No Access' owns opportunities in that pipeline?
The system will not allow you to set a user to 'No Access' if they are the owner of any opportunities within that pipeline. You must first reassign or delete their opportunities.
Can I assign permissions to an entire role at once?
Yes. When using the 'Share with selected users/roles' mode, you can select a role from the list, and every user assigned to that role will inherit the permission level you set.
Do these permissions affect automations or API calls?
Automations will continue to run as configured. However, if an API call is made using a user token that lacks access to a pipeline, the response for that pipeline will be empty.
How long are audit logs kept?
Audit log entries for pipeline permissions are retained for 60 days.