Notes Restriction in Recruit CRM

This article will help you set restrictions on adding, viewing, editing & deleting notes based on the role assigned to users

Sharanya avatar
Written by Sharanya
Updated over a week ago

In Recruit CRM you have the ability to add and associate notes to all entities (candidates, companies, contacts, jobs & deals). You have restrictions around viewing, editing & deleting notes based on the user roles.

Pro Plan

On the Pro Plan, the "Role" of the user would determine whether they can view, edit or delete the notes. The basic logic that applies to restrictions around notes is that when you are able to view a record, you can add notes to it. But you cannot delete a note unless you are the Admin or the Account Owner.

Following are the 4 default roles and the restrictions that they have around notes:

  1. Account Owner: An account owner has access to the entire database. So they can add, view, edit, and delete any note associated with any record.

  2. Admin: The admin can also add, view edit, and delete any note associated with any record.

  3. Team Member: A team member can only add, edit, and view all the notes but cannot delete any notes from the database.

  4. Restricted Team Member: A restricted team member can only add and edit notes on the records that they have added to the system or made collaborators on. They won't be able to delete any notes

P.S. It's set up like this to avoid data loss that happens due to the deletion of notes.

Business Plan

On the Business Plan, the determining factor to add, view, edit, or delete the notes depends upon the permission of the role the user is assigned. Apart from the four default user roles, on the Business Plan, you can create new roles with custom access to the database.

The restriction on the notes would depend on the custom permissions you have set for the user role for each entity. If a user has permission to view and edit "Everything", but can only delete "Owned only" under the candidate module, then they can view and edit all notes under the candidates, but cannot delete notes that are added on candidates that are not owned by them.

To sum up, whatever permissions to add/edit/delete are selected for any particular entity (candidate/company/contact/job/deal), the same will apply to all notes added on records belonging to that entity type.

In cases, where the note is added to a candidate who is owned by the user and associated with records that are not owned by them, they can still delete the notes from all the records as they have the delete permission for the candidate record, which was the primary record where the note was added.

Hope this helps :')

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