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Administering Oracle CRM On Demand > User Management and Access Controls > Access Profile Management > Process of Setting Up Access Profiles

Process of Setting Up Access Profiles

This topic describes how to set up access profiles.

NOTE: Oracle CRM On Demand generates audit records of all changes to access profiles. If your user role includes the Access Master Audit Trail and Admin Configuration Audit privilege, then you can view the audit trail of the changes to access profiles. For more information about viewing the audit trail, see Reviewing the Audit Trail for Administration Configuration Changes.

Before you begin. To view, create, or revise access profiles at your company, your role must include the Manage Roles and Access privilege.

To set up an access profile, perform the following tasks:

1. Adding Access Profiles.
2. Specifying Access Levels for Primary Record Types.
3. Specifying Access Levels for Related Record Types.

For links to topics that provide additional information about access profiles, see Related Topics for Access Profiles.

Adding Access Profiles

You can add an access profile by doing the following:

• Creating a new profile
• Copying an existing profile and editing its access levels

The following procedure describes how to add an access profile.

To add an access profile

1. In the upper-right corner of any page, click the Admin global link.
2. In the User Management and Access Controls section, click the User Management and Access Controls link.
3. In the Access Profile Management section, click the Access Profiles link.
4. In the Access Profile List, do one of the following:
   • To create a new profile based on an existing profile, click Copy on the profile that you want to copy.
   • To create a new profile that is not based on an existing profile, click New in the title bar.

     The Access Profile Wizard opens to guide you through the process.

5. In Step 1 of the Access Profile Wizard, provide a name and description, and set the remaining fields as needed. The remaining fields are described in the following table.

   Field	Description
   Mark for Translation	The Mark for Translation check box is effective only in both of the following circumstances: When the name of an existing access profile is being changed The existing access profile name has already been translated into one or more additional languages In these circumstances, you can use the Mark for Translation check box to indicate whether the translated access profile name is to be replaced by the new name or it is to remain unchanged. Depending on the setting of the Mark for Translation check box, the access profile name is displayed as follows: If you select the Mark for Translation check box, then the new name is displayed in the language in which it was entered, regardless of the language used for viewing the list of access profiles. When the list of access profiles is viewed in the language in which the new name was entered, the name is displayed in the default font. However, when the list of access profiles is viewed in any other language, the name is displayed in blue font within brackets. If you do not select the Mark for Translation check box, then the new name appears when the list of access profiles is viewed in the language in which the new name was entered. However, when the list of access profiles is viewed in any other language, the original translated access profile name still appears. The Mark for Translation check box does not have any effect when a new access profile is added. When a new access profile is added, the new name automatically appears in the list of access profiles in all languages. When the list of access profiles is viewed in the language in which the new name was entered, the name of the new access profile is displayed in the default font. When the list of access profiles is viewed in any other language, the name of the new access profile is displayed in blue font within brackets.
   Grantable to Team Members	To make the access profile available to assign to team members, select this check box.
   Grantable to Book Users	To make the access profile available to assign to book users, select this check box. For more information, see Creating Access Profiles for Books.
   Disabled	If you select this check box, then the access profile is disabled. A disabled access profile cannot be used in any new associations with roles, teams, or books. However, the disabled access profile continues to function as the access profile where it has been associated previously with a role, team, or book until you assign a different access profile to the role, team, or book.

   NOTE: By default, the Grantable to Team Members and Grantable to Book Users check boxes are selected on the predefined Edit, Full and ReadOnly access profiles. Therefore, when a user adds another user to a team or a book, the picklist of access profiles that appears in the Add Users or Edit Users dialog box includes these predefined access profiles. If you want to prevent users from assigning any of these three access profiles to a user in a book or a user book in a team, deselect the appropriate check box for that access profile.

Specifying Access Levels for Primary Record Types

To specify access levels for primary record types, complete the steps in the following procedure.

To specify access levels for primary record types

1. In Step 2 of the Access Profile Wizard, select the access level for each of the primary record types. Choose from:
   • Read-Only
   • Read/Edit
   • Read/Edit/Delete

     For more information about the access levels for primary record types, see About Access Levels for Primary Record Types.

2. If you want to specify access levels for the related record types for a primary record type, click the Related Information link for the primary record type. Otherwise, click Finish to save your changes.

   Most record types have a Related Information link. Related information appears as linked records on the record Detail pages. For more information about specifying access levels for related record types, see Specifying Access Levels for Related Record Types.

Specifying Access Levels for Related Record Types

To specify the access levels for related record types, complete the steps in the following procedure.

To specify access levels for related record types

1. In step 2 of the Access Profile Wizard, click the Related Information link for the primary record type for which you want to specify the access level for one or more related record types.
2. Select the appropriate access level for each related information record type.

   The picklist of the access level options that appears in the access level field for each related record type depends on the relationship of the related record type to its parent record type. Depending on the access level that you set in this field and in the Role Management Wizard, you can grant or revoke users' rights to create, update, or view records of that record type.

   For more information about the access levels for related record types, see About Access Levels for Related Record Types.

   NOTE: To create a new opportunity, the access level for the Revenue related record type on the Opportunity record type must be set to Full.

   For information about the access profile settings that are required for converting leads, see Access Profile and Role Settings for Converting Leads. For information about the access profile settings that are required for converting deal registrations, see Access Profile and Role Settings for Converting Deal Registrations.

3. When you finish setting the access levels on the related record types for a primary record type, click Previous to return to the main page of step 2 of the wizard.
4. Repeat steps 1 through 3 of this procedure for each primary record type for which you want to specify the access levels for one or more related record types.
5. When you finish setting the access levels for all of the primary record types and their related record types, click Finish to save your settings.

Related Topics for Access Profiles

See the following topics for related information:

• Access Profile Management
• About Access Profiles in Roles
• About Access Profiles in Teams, Groups, and Books
• About Access Propagation Through Team Inheritance
• Working with the Access Profile List Page
• How Access Rights Are Determined