Magentrix Security Roles Checklist

Essential Security Role Management Tasks for Administrators

Foundation and Planning

☐ Understanding Security Role Architecture Master the relationship between Security Role types (Employee, Partner & Customer, Guest), user license types, and data access patterns. Understand how Security Roles integrate with User Groups, Team Access, and CRM-based security for comprehensive access control.

☐ Creating and Cloning Security Roles Create new Security Roles or clone existing roles to configure user access. Default System Roles are not configured for regular portal users - administrators must create custom Security Roles aligned with business functions. Use cloning to efficiently create role variations while maintaining the principle of minimal role proliferation.

☐ Configuring Security Role Permissions Configure entity, tab, app, and Active Pages permissions for each Security Role. New roles have no permissions by default and must be fully configured. Understand permission options vary based on entity relationships to Account/Contact records and Security Role type compatibility.

Advanced Permission Configuration

☐ Configuring Field Security and List Views Implement Field Security to hide sensitive fields from specific Security Roles - this provides true data protection unlike page layout field visibility. Configure List View permissions to control user interface capabilities including view creation, editing, and data export functions.

☐ Assigning Record Types to Security Roles Control which Record Types users can access and create for different entities. Configure default Record Types for streamlined user experience while maintaining appropriate segmentation. Remember that Record Type assignment affects page layout presentation but not Field Security.

☐ Manager Hierarchy Implementation (Employee Roles Only) For Employee Security Roles, configure Manager Hierarchy permissions to enable organizational access control. Assign managers to Employee users to activate hierarchical permissions. Plan hierarchy structure to support business processes while maintaining security boundaries.

User Assignment and Integration

☐ Assigning Security Roles to Users Assign appropriate Security Roles to users based on their license type compatibility and business function. Remember critical restrictions: Employee users cannot be changed to Partner/Customer roles and vice versa. Partner and Customer users can be switched between those role types with sufficient licenses.

☐ Understanding External User Security For Partner and Customer users, understand how Account hierarchy and CRM relationships control data access. Configure Account parent-child relationships to support business structure while maintaining appropriate confidentiality boundaries.

☐ Team Access Integration Configure Security Roles that enable Team Manager capabilities for delegated user administration. Ensure Partner & Customer Security Roles can be assigned by Team Managers when appropriate for organizational self-management.

Critical Implementation Considerations

Security Role Design Strategy

• Minimize Role Count: Create the fewest Security Roles necessary to meet business requirements
• Clear Role Boundaries: Ensure each role has distinct purpose and appropriate permission levels
• License Type Alignment: Match Security Role types to compatible user license types
• Field Security Priority: Use Field Security for sensitive data protection regardless of other permission settings

Integration Points

• User License Types: Security Roles must be compatible with Employee, Partner, Customer, or Partner Account-based licenses
• User Groups: Security Roles determine base permissions while User Groups control content sharing within those permissions
• CRM Integration: Partner and Customer roles work with Account/Contact associations for data filtering
• Professional Services: Complex security requirements may need custom implementation through Magentrix PS team

Testing and Validation

• Permission Testing: Create test users for each Security Role to validate access patterns
• Cross-Role Validation: Ensure different roles have appropriate access boundaries and cannot access inappropriate data
• Module Integration: Test Security Role permissions across all relevant Magentrix modules
• Hierarchy Validation: For Employee roles, test Manager Hierarchy permissions with realistic organizational structures

Ongoing Management

• Regular Access Reviews: Audit Security Role assignments and permissions for continued appropriateness
• Organizational Alignment: Keep Manager assignments and Account hierarchy current with business changes
• Performance Monitoring: Ensure complex permission structures don't negatively impact system performance
• Change Documentation: Maintain records of Security Role changes and business rationale for compliance

Best Practices Summary

Planning Phase

• Design Security Role strategy before creating individual roles
• Map business functions to appropriate permission levels and role types
• Plan integration with User Groups, Team Access, and CRM security models

Implementation Phase

• Start with minimal permissions and expand as validated business needs require
• Test thoroughly with sample users before full deployment
• Document role purposes and permission rationale for ongoing management

Maintenance Phase

• Regular review of role assignments and permission appropriateness
• Coordinate Security Role changes with organizational structure updates
• Monitor system performance and user feedback for optimization opportunities

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