CiviCRM Community Forums (archive)

I am trying to set something up so that a specific group of users, 'Bulk Email', will only see fields that are required for sending bulk emails to certain groups. Those fields would be: 'First Name', 'Last Name', 'Email Address', and 'Groups'. I do not want them to see any other information associated with the contacts. I created a profile, called 'Bulk Email' and added those preexisting fields to it.

I created a Drupal user named 'john', created a Drupal role, 'CiviCRM User', and added him to that role, aside from Authenticated User, that is the only role that he is a member of. The only way that I could see to connect him to any CiviCRM permissions was to also make that user a CiviCRM contact, which I did. I then created a CiviCRM role, called 'Bulk Email' and made the contact a member of that role.

So now I have a Drupal user, 'john', who is a member of the two Drupal groups 'Authenticated Users' and 'CiviCRM User'. I synced my Drupal contacts so that 'john' is also a CiviCRM contact and then added that contact to the newly created CiviCRM role 'Bulk Email.

I then created two ACL's:

Type of Data: A Group of Contacts
Group: Development
Operation: View
Role: Bulk Email

And

Type of Data: A Profile
Profile: Name/Email
Operation: View
Role: Bulk Email

The first one seems to work; the 'Bulk Email' group can only view a contact if they are in the group 'Development'. However, the second one does not work. I was hoping that if you are in the role 'Bulk Email', that the only profile that you could see would be the 'Name/Email' profile (which I created and contains the fields First Name, Last Name, Email Address, and Groups).

Am I on the right path or am I completely misunderstanding how to use profiles?

Authenticated users do have the Drupal permission "profile listings and roles". When I login as the user 'john' and do a search for contacts, only the contacts that are in the group 'Development' show up, which is great; however, 'john' can see every field for those contacts and I only want him to be able to see the fields specified in the profile 'Bulk Email'. Am I misunderstanding what profiles do or am I just doing something wrong?

Thanks for all of your help (again and again...)

I'm obviously confused here...

In reading this:

Using STANDARD or CUSTOM DATA FIELDS, you build PROFILES to meet specific data entry, viewing and searching needs.You take data fields and arrange them how you need them, depending on your business process.

For example, you can create a PROFILE that lists only the fields you use to enter data about new constituents. Rather than having to navigate through an entire blank record that shows every field, you create a PROFILE with only those fields you need to enter. This supports effective work processes by customizing the data entry screen to your needs.

PROFILES are used to meet your Data Entry, Data Viewing or Data Searching needs.

I took it to mean that I could create a profile that listed only specific fields and allow a specific group to only be able to view that profile. I see that I am missing where profiles actually get accessed. How do I actually access a profile as a user?