Roles and reports in a CRM: access rights, audit log, exports
Roles and reports is the part of CRM development at Best Boost Partners that defines who sees what in the CRM and how the work is reported. Access rights are set by role and by project for the manager, the SEO specialist, the link builder, the copywriter, the contractor and the client. An audit log records every action. Reports for the manager and for the client are built on the same data the team works with, and any report can be exported to a file.
What exactly do we set up in roles and reports?
Role matrix
We draw up a table of roles and rights: which role can view, create, edit and delete each entity. The basic set is manager, SEO specialist, link builder, copywriter, contractor and client, and your administrator adds new roles.
Access by project
A user is assigned to projects, and the role is valid only inside those projects. A contractor sees only the contractor’s own tasks and payments, and a client sees only the client’s own project.
Hidden fields
Some fields can be closed to a role: for example, prices and contractor contacts for a client, or other people’s rates for a copywriter. For such a role the field is absent from screens, exports and the API.
Audit log
The audit log records logins, views of closed sections, changes, deletions and exports, with the user, the time and the previous value. In the interface the audit log is read-only.
Reports for the manager
The manager sees the workload by person, overdue tasks, texts and links by status, and spending against the budget by project. From a report the manager can go to the list of records behind each figure.
Reports for the client and exports
The client report shows the work done in the period: tasks, published texts, placed links and, where the sources are connected, positions and traffic. Reports are exported to spreadsheet files and PDF or opened by the client in the client’s own account.
What do you get from roles and reports?
- A role matrix as a document and as settings in the CRM that your administrator can change.
- User accounts for the team, contractors and clients, each limited to the right projects.
- An audit log with search by user, date, entity and type of action.
- Report templates for the manager and for the client, with the period and the project chosen in a filter.
- Exports of lists and reports to files in the formats agreed in the specification.
When are roles and reports needed?
- Contractors and freelancers work in the same spreadsheet as the team and see prices and clients they should not see.
- A client asks for a monthly report, and the manager puts the report together by hand from several sources.
- A record has been changed or deleted, and nobody can find out who did it.
- The team has grown, and the manager no longer sees who is overloaded and which tasks are overdue.
Frequently asked questions
Can a client or a contractor work in the CRM without seeing other projects?
Yes, a client or a contractor receives an account limited to one project and one role. A contractor sees the assigned tasks, texts or links and the payments related to them. A client sees the report and the list of work on the client’s own project, without internal prices, contractor names or other clients.
What exactly does the audit log record?
The audit log records who performed an action, when, on which record, and what the value was before and after the change. Logins, exports and changes of rights go into the audit log as well. Entries of the audit log cannot be edited or deleted through the interface.
Can reports be sent automatically?
Yes, a report can be generated on a schedule and sent by email or to a messenger as a file or a link. The manager sets the period, the project and the recipients. A client report can first go to the manager for review and be sent to the client after approval.
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