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Roles & Permissions That Actually Make Sense

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What you’ll get out of this

• Smart permission levels that give people access to what they need, not everything
• Role-based security that keeps your data safe without being annoying
• Easy team management that doesn’t require a security clearance to understand
• Audit trails that show who did what, when, and why

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Role Hierarchy

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Standard Roles

• Full administrative access to the team
• Can manage billing and subscriptions
• Can invite and remove team members
• Access to all CRM features and data
• Can modify security settings and policies

• Team configuration and user management
• Access to team analytics and reports
• Can manage customer data and orders
• Cannot modify billing or subscription settings
• Can assign roles to staff members

• Limited access to assigned functionality
• Can view and edit assigned customers
• Cannot access team management features
• Read-only access to reports
• Cannot modify system settings

• Read-only access to specific data
• Cannot modify any records
• Limited to assigned customer accounts
• No access to sensitive information
• Temporary or contractor access

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Custom Roles

// Create a custom role
const customRole = await crm.roles.create({
  name: "Sales Representative",
  description: "Customer-facing sales team member",
  permissions: [
    "customers.read",
    "customers.write", 
    "orders.read",
    "orders.write",
    "products.read",
    "quotes.write"
  ],
  restrictions: {
    customerAccess: "assigned", // only assigned customers
    dataExport: false,
    bulkOperations: false
  }
});

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Permission System

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Permission Categories

• customers.read - View customer information
• customers.write - Create and modify customers
• customers.delete - Delete customer records
• customers.export - Export customer data
• customers.import - Import customer data

• orders.read - View order information
• orders.write - Create and modify orders
• orders.process - Process and fulfill orders
• orders.refund - Process refunds and returns
• orders.cancel - Cancel pending orders

• payments.read - View payment information
• payments.process - Process payments
• payments.refund - Issue refunds
• payments.reconcile - Reconcile payment records
• payments.export - Export payment data

• products.read - View product catalog
• products.write - Create and modify products
• products.delete - Remove products
• products.pricing - Manage pricing and discounts
• products.inventory - Manage inventory levels

• reports.read - View standard reports
• reports.create - Create custom reports
• analytics.read - Access analytics dashboards
• analytics.export - Export analytics data
• analytics.advanced - Access advanced analytics

• team.read - View team information
• team.write - Manage team members
• roles.read - View role assignments
• roles.write - Manage roles and permissions
• settings.write - Modify system settings

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Permission Modifiers

• all - Access to all records
• assigned - Only assigned records
• department - Department-level access
• team - Team-level access

• read - View-only access
• write - Create and modify access
• delete - Deletion privileges
• export - Data export capabilities

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Access Control Rules

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Data Filtering

• Record-Level Security: Filter data based on user permissions
• Field-Level Security: Hide sensitive fields from unauthorized users
• Dynamic Filtering: Real-time permission-based data filtering
• Inheritance Rules: Permission inheritance from parent records

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Operation Restrictions

• Bulk Operations: Restrict mass data operations
• Data Export: Control data export capabilities
• API Access: Limit API endpoint access
• Time-Based Access: Restrict access to specific time periods

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Security Policies

• Password Requirements: Enforce password complexity
• Session Management: Control session duration and limits
• IP Restrictions: Limit access by IP address
• Device Management: Control access by device type

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Role Management

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Creating Roles

// Define a custom role with specific permissions
const role = await crm.roles.create({
  name: "Customer Service Rep",
  description: "Customer service team member",
  permissions: [
    "customers.read",
    "customers.write",
    "orders.read", 
    "orders.process",
    "tickets.read",
    "tickets.write"
  ],
  dataScope: {
    customers: "assigned",
    orders: "department",
    tickets: "all"
  },
  restrictions: {
    bulkOperations: false,
    dataExport: true,
    maxCustomers: 500
  }
});

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Role Assignment

• Direct Assignment: Assign roles directly to users
• Group Assignment: Assign roles to user groups
• Temporary Roles: Time-limited role assignments
• Conditional Roles: Role activation based on conditions

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Role Inheritance

• Hierarchical Roles: Roles inherit from parent roles
• Permission Stacking: Combine multiple roles per user
• Override Rules: Higher roles can override lower permissions
• Conflict Resolution: Handle permission conflicts

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Compliance & Auditing

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Audit Trails

• Permission Changes: Track all role and permission modifications
• Access Logs: Monitor user access patterns
• Failed Attempts: Log unauthorized access attempts
• Data Access: Track sensitive data access

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Compliance Features

• Segregation of Duties: Prevent conflicting role assignments
• Approval Workflows: Require approval for sensitive operations
• Regular Reviews: Automated permission review reminders
• Compliance Reporting: Generate regulatory compliance reports

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Security Monitoring

• Anomaly Detection: Identify unusual access patterns
• Privilege Escalation: Monitor for unauthorized privilege increases
• Inactive Users: Identify and manage inactive user accounts
• Risk Assessment: Evaluate permission-based security risks

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Best Practices

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Role Design

• Principle of Least Privilege: Grant minimum necessary permissions
• Role Clarity: Create clear, well-defined roles
• Regular Reviews: Periodically review and update roles
• Documentation: Maintain comprehensive role documentation

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Permission Management

• Granular Control: Use specific permissions rather than broad access
• Regular Audits: Conduct regular permission audits
• Approval Process: Implement approval workflows for sensitive permissions
• Monitoring: Continuously monitor permission usage

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Security Implementation

• Multi-Factor Authentication: Require MFA for privileged roles
• Session Management: Implement appropriate session controls
• Access Reviews: Regular access certification processes
• Incident Response: Maintain procedures for permission-related incidents