CiviCRM Community Forums (archive)

Hi all,

I'm trying to test some functionality so I can advise a client. I think this should be pretty simple but I can't get to work and I have a couple of questions.

USE CASE: A director manages a number of donors (up to 100). That director needs to be able to log activities (phone calls, meetings) and enter notes for each donor without having access to updating the donor's contact information, entering contributions, etc. or being able to see any other contacts in CCRM.

Question #1: Can I limit access to just activities and notes on the contact record?

Right now I'm just trying to get my test environment to show me ANY contacts. Here's what I've done (based on this documentation - http://wiki.civicrm.org/confluence/display/CRMDOC32/Access+Control+Context+and+Overview):

1) I set up a group called "Director 1" that contains the director with access control (& User/User Admin Only) and a group called "Director 1 Contacts" that contains the donors (also with access control, but I don't think I need it there, correct?)
2) I setup a role called "Director 1"
3) Then an ACL called "Director 1" with the following settings:
     3.a) Type: A group of contacts
     3.b) Group: "Director 1 Contacts"
     3.c) Operation: Edit
     3.d) Role: "Director 1"
     3.e) Entered a description and left enabled checked
4) When I login as the Director user I set up in Drupal with the following Director role permissions, I can access CiviCRM, but there are no contacts:
     - access CiviCRM
     - access CiviMail (I do see this)
     - access Contact Dashboard (I do see this)
     - access all custom data (not sure since I can't see contacts and don't want the administer CCRM turned on)
     - view all activities (again, not sure since I can't see any contacts)

If I enable "view all contacts" then the user role has access to ALL the contacts even though I've set the ACL to edit (instructions from the documentation above). If I disable "view all contacts" then I don't see any contacts.

Question #2: Can anyone give me any suggestions about what I'm doing wrong?

Thanks folks,
Vanessa

Hi Lobo,

Thanks for the clarification about access level. If we want to have a director only enter activities and notes, can that be done through a profile?

And yes, I assigned the director group to the director role...sorry, left out that I'd completed that step.

Vanessa

I'm having the opposite problem, my ACL admin can see all contacts.

I've set up a State Admin group, and a State Contacts group, assigned the state contacts group to the state admin group under "manage -> access control"
the permissions enabled for the admin are
-access CiviCRM
-access CiviContribute
-access CiviMail
-access all custom data
-add contacts
-profile listings
-profile listings and forms
-profile view

Now when I log in as the State Admin, I can still see all other groups and view and edit the contacts outside of the State Group.

my authenticated users have these permissions only
-access CiviMail subscribe/unsubscribe pages   
-access all custom data
-access uploaded files
-make online contributions
-profile listings and forms
-register for events
-view event info