Defaults and Filters is where you can set what access a User Profile has to the Data included in the system. You can allow a profile to see certain Areas, Owners and Statuses. For example:
Select the Default Database Area from the drop-down for the User to sign in to.
To allow the User to select any Area tick the Allow change option. This will allow the User to change between all your active areas in the system from the File > Change Area option in the Menu.
To allow the User to select from specific Areas but not all, click the ‘Allowable’ button, then click into the Select Areas Field that appears which will show the list of all areas available to select from.
Editing settings for Multiple Database Areas
When you change the User Profiles Default Database Area, the Default and Filter settings for the previously selected Area are saved and the newly selected default Area's settings will appear. This allows the profile to have different Defaults and Filters for each Area. Please be aware that once you have entered the settings for each Area you will still need to save using the save button at the bottom of the User Profile.
Initial Screen
This option sets the first screen that the User will see after they Log In to the CRM. Select from:
Account List
Account Details
Calendar
Campaign Dashboard
Cases List
Dashboard
Data Privacy Manager
Reports
Note: Users with an Authority level of Restricted (less than 10) are not permitted to view the Account List.
Menu option
The Main Menu can be set to either Collapsed, so you can see the Menu bar on the left side of the screen or Opened which will lock the full Menu on the left side of the screen.
Collapsed Menu -
Opened Menu -
Use the pin button to pin or unpin the Menu section from the Menu itself.
Area Settings
Authority Level
The Authority Level can be changed depending on what Default Database Area this User Profile is being used in.
Email Address
Each User profile can have a Default Email Address depending on what Area the Profile is being used in.
Default View
The layout of the Account View screen is controlled by Panel Views. There is no limit to the number of Panel Views that can be set up, and this setting controls what View each User Profile sees when they access the Account View screen.
To allow the User to change between all Panel Views check the Allow Change option.
To allow the User to select a specific View but not all, click the ‘Allowable’ button, then click into the Select View Field that appears which will show the list of Views available to select from.
Owner
Select the Default Owner from the drop-down for the initial Account List filter. This means when the User Profile is used to log into the system the Owner filter will already be applied making it easy for the User to work on their data as soon as possible.
To allow the User to change between any Owner tick the Allow Change option.
To allow the User to select specific Owners but not all, click the ‘Allowable’ button, then click into the Select Owner Field that appears which will show the list of Owners available to select from.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Customer Status
Select the Default Customer status from the drop down for the initial Account List filter. This means when the User Profile is used to log into the system a Customer Status filter will already be applied making it easy for the User to work on their data as soon as possible.
To allow the User to change between any Status tick/check the Allow Change option.
To allow the User to select specific Status but not all, click the ‘Allowable’ button, then click into the Select Statuses Field that appears which will show the list of Statuses available to select from.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area -
Projects
Select the Default Project from the drop-down for the initial Account List filter. This means when the User Profile is used to log into the system a Project filter will already be applied making it easy for the User to work on their data as soon as possible.
To allow the User to change between any Project tick/check the Allow Change option.
To allow the User to select a specific Project but not all, click the ‘Allowable’ button, then click into the Select Projects Field that appears which will show the list of Projects available to select from.
Please click Here to learn more about Multiple Projects.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Script
Set the Default Script to load when in an Account View if you have created scripts in the system. If you would like the User to be able to change between Scripts you will need to tick/check the Allow Change option.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Query
Select the Default Query from the drop-down for the initial Account List filter. This means when the User Profile is used to log into the system a Query filter will already be applied making it easy for the User to work on their data as soon as possible.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Sales Person
Set the Default Sales Person selected when opening the Appointment Diary Calendar. If the user has the Authority Level of Restricted (less than 10) then they cannot select a different Sales Person other than the default selected here.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Contact Privacy Data
To set a Default Contact Privacy Data to be applied to the Account List. This means when the User Profile is used to log into the system the Contact Privacy Data filter will already be applied making it easy for the User to work on their data as soon as possible.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Processing Channel
To set a Default Processing Channel to be applied to the Account List. This means when the User Profile is used to log into the system a Processing Channel filter will already be applied making it easy for the User to work on their data as soon as possible.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Processing Category
To set a Default Processing Category to be applied to the Account List. This means when the User Profile is used to log into the system a Processing Catagory filter will already be applied making it easy for the User to work on their data as soon as possible.
Note: ‘Inherit from default Area’ means that the settings in the default Area will be the same in this Area
Dashboard
Set the Default Dashboard to load if you have created Dashboards in the system. If you would like the User to be able to change between Dashboards you will need to click the ‘Allowable’ button, then click into the Select Dashboard Field that appears which will show the list of Dashboards available to select from.
Activity
This option sets the default Activity for when the User creates a manual Contact History Entry.
Filter Options
Option | Description |
Multiple Projects | Only used if the Area has been set up with multiple Projects. Should you want to know more about Multiple Projects please get in touch with Customer Success Support. Tick/check the left-hand box to turn on Multiple Projects when the Account List is shown. Tick/check the right-hand box to allow the User to turn the option on and off when they view the Account List Filter. |
Today's Tasks | Selects Accounts whose NextDate is for the current date "today". Tick/check the left-hand box to turn on Today's Tasks when the Account List is shown. Tick/check the right-hand box to allow the User to turn the option on and off when they view the Account List Filter. |
Old Tasks | Selects Accounts whose NextDate is set for a date before the current date "today". Tick/check the left-hand box to turn on Old Tasks when the Account List is shown. Tick/check the right-hand box to allow the User to turn the option on and off when they view the Account List Filter. |
Not Called | Selects Accounts whose last Contact Date is not the current date "today". Tick/check the left-hand box to turn on Not Called when the Account List is shown. Tick/check the right-hand box to allow the User to turn the option on and off when they view the Account List Filter. |
SQL Filter
This is a permanent Query which will be applied when this User profile is used to log into the system. It cannot be removed by the User unless an Admin User removes the Query statement from here in the Profile. To ensure you apply valid SQL use the Account List Query Filter to build the SQL, alternatively, you can get in touch with Customer Success Support and they will build you the Query statement.