ACT! Security Model 8

Rex

Record Security

Record security in ACT! is determined by ownership, by role, and by the Access Control List (ACL). The ACL lists users and/or teams who can access a record. A team is a collection of users; administrators can assign user access to individual contacts, companies, or groups using the ACL.

Each record in ACT! has an owner known as a “record manager.” A record manager can change the ownership and modify the ACL of records which he owns. This permission does not extend to browse users, who are not allowed to modify the database in any way.

Administrators and managers can also modify ownership or the ACL of any records they can access. Standard and restricted users can modify the ownership and ACL of only those records they own. The record manager (owner) is always included in the ACL for that record.

A user must have access to a record to view it in any way. If a user does not have access to a record, he will not be able find it using lookups, include it in reports, printed its information, or include it in mail merges. Inaccessible records do not appear in any views or lists.

The three access types in ACT! are:
Public access• – All users in the database can access a public record. Contacts, Companies, Groups, and all extended data record types can be public access. Extended data records are explained below in the “Cascading Access” section. All user records (contacts) are public.

Private access• – Only the owner (record manager) can access a private record. Contacts, Companies, Groups, and all extended data record types can be marked as private.

Limited Access• – Allows access to a Contact, Company, or Group record17 by designated users and/or teams. Record managers can always access contacts they own. All users with administrator roles also can access all limited access records by default.
When a record is designated as “private,” only the record manager can view it. An administrator can access all records except private records owned by other users.