User Permissions

Using the Permissions features in Membrain is a powerful way to easily assign different rights to individuals, allowing you to control access and edit rights across different areas and features of Membrain.

Examples of uses

You may want an individual sales representative to only see his/her sales projects, prospects and activities, whereas a regional sales manager should be able to view everything related to his/her team.

OR

You may only wish to grant limited permissions for users in a pre-sales or supporting role, and more extensive right for your power users and managers.

How it works

Permissions are applied by creating Permission Sets with specific rights. Then, by applying one or many Permission sets to a user, you can give them the predetermined rights and permissions you wish. This is done by an administrator of Membrain via User Management.

Create a new Permission Set

To create a new User Permission Set, follow the instructions below:

1. From the System Setup page, click on Manage
2. Click Permissions and click add
3. Type the name of the new Permissions Set
4. Check or uncheck the relevant options, relating to each area within Membrain you wish the users with this Permissions Set to have

Assign a Permission Set to a User

Once you have created a new Permission Set, you can apply it to a user.

To do this, follow the instructions below:

1. From the System Setup page, click on Manage
2. Find the user you wish to add permissions to
3. Hover over their user card and click on the cog icon that appears in the top right of their card.
4. Click on Change Permissions
5. Select the Permissions Set you would like to apply to this user
6. Click Save

Visibility for Administrators

As more groups and granularity are added to Permissions, things can of course become more complex to manage. Therefore, there is the "Who Can Access" view - only available to Administrators - to help you manage permissions and understand who has access to what. 

From a Prospect, Sales Project or Account Growth Project, you can see who has access and at what level, at a glance.

Use this handy tool (accessed from the More Menu in any Project) to quickly spot who has access on a Project level, and get a better understanding of how the Permissions you have created, are applied to each user. 

Show who can access (Admin)

Permissions Explained

In Membrain, permissions are organized within a streamlined UI in the Permissions creation/edit form, simplifying the process of assigning and understanding different rights.

• Name Field: At the top of the form, input the name for the Permission Set in the 'Name' field.

• List of Users with Portraits: This section displays all the individuals to whom this Permission Set is assigned.

  

Sales Workflows

The Sales Workflows section is tailored for managing permissions related to Prospecting, Active Pipeline, and Account Growth. This allows for a granular control over who can view, create, edit, or delete projects within these critical sales stages. Each of these subsections has Basic and Advanced groups of permissions.

A user will always have access to Projects they own, ensuring continuity and ownership rights are maintained.

Supporting Workflows

The Supporting Workflows section houses permissions regarding Tickets. This section ensures that permissions are accurately assigned to support the ticket process, facilitating a smooth operation within Membrain.

System Configuration

CRM

The CRM section within the System Configuration allows for the management of permissions related to customer relationship management functionalities. This ensures that the right individuals have access to crucial customer data and interactions.

ANALYTICS

The Analytics permissions govern who can view and work with data analytics within Membrain. Analytics are essential for data-driven decision-making and with the adequate permissions it allows the right personnel to have insight into sales performance.

CONTENT HUB

The Content Hub permissions control access to the Content Hub and its resources. This ensures that the relevant individuals can view, create, or edit sales enablement and collateral content that is crucial for your sales processes.

SYSTEM SETUP

The System Setup permissions oversee configurations on an admin level. This section ensures that only authorized individuals can make changes to the system settings, including processes, fields, user management, and more, ensuring the integrity and security of your Membrain instance.

Use cases

In most cases, the default permissions meet the needs of project managers and support staff effectively. Typically, permissions are set to 'All Users' to facilitate this. However, in instances where permissions have been restricted to 'Current User'—limiting access to just the individual owners—there may be a need to grant editing capabilities to additional team members. For these outlier scenarios, Membrain permits the creation of a supplementary permission set. This set can be integrated with a user's current permissions, providing them with the specific editing access required for their role, without altering the standard and preferred settings.

Here's a scenario that outlines how to set this up:

1. Navigate to the Permissions section under System Setup.
2. Create a new permission set.
3. In the permission set, locate the section corresponding to the module you want to grant edit access to (e.g., Active Pipeline, Prospects, Account Growth, or Tickets).
4. Within the Basic section of your selected module, as shown in the screenshot, toggle on Edit Sales Projects.
5. Set the dropdown to "All Users" to allow stakeholders to edit all sales projects within the module, regardless of the project owner.
6. Once the permission set is created, assign it to the users who will be internal stakeholders.
   

By following these steps, you'll grant internal stakeholders editing access to projects they're able to see as defined by their original permission set. This fosters a collaborative environment where various team members can contribute to and modify project details as needed.

Note: It's crucial to periodically review and audit permission sets to ensure they continue to align with the evolving roles and responsibilities within your organization.