What this feature does and when to use it?
Recruit CRM allows users to add notes to records such as candidates, companies, contacts, jobs, and deals. The actions users can perform on notes such as adding, viewing, editing, or deleting, depend on their assigned role or custom role permissions.
This feature is useful when you want to:
Control who can add, view, edit, or delete notes.
Manage note permissions based on user roles.
Configure note access using Custom Roles.
Prevent unauthorized deletion of notes.
Configure Notes Restrictions
Note: Note permissions work differently depending on whether your organization is on the Pro Plan or the Business Plan.
1. Notes permissions on the 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:
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.
Admin: The admin can also add, view edit, and delete any note associated with any record.
Team Member: A team member can only add, edit, and view all the notes but cannot delete any notes from the database.
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.
2. Notes permissions on the 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 permissions configured for each entity determine what actions users can perform on notes associated with that entity.
For example, if a user has permission to:
View: Everything
Edit: Everything
Delete: Owned Only
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.
The same permissions apply to notes associated with the following entities: Candidates, Companies, Contacts, Jobs, Deals.
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.
Troubleshooting
Problem: A user cannot delete a note.
Problem: A user cannot delete a note.
Likely Cause: The user's role or Custom Role does not include permission to delete notes.
What to Check: Verify the user's assigned role. If you're on the Business Plan, review the Delete permission configured for the relevant entity in the user's Custom Role.
Resolution: Update the user's role or modify the Custom Role permissions if the user should be allowed to delete notes.
FAQ's
1. Can Team Members delete notes on the Pro Plan?
1. Can Team Members delete notes on the Pro Plan?
No. Only Account Owners and Admins can delete notes on the Pro Plan.
2. Can I customize note permissions on the Business Plan?
2. Can I customize note permissions on the Business Plan?
Yes. Note permissions are determined by the Custom Role permissions configured for each entity.
3. Why can a user delete a note associated with multiple records?
3. Why can a user delete a note associated with multiple records?
The permission is determined by the ownership of the primary record where the note was originally created.
Conclusion:
Recruit CRM provides flexible note permissions based on user roles and Custom Roles, allowing administrators to control who can add, view, edit, and delete notes while protecting important information from accidental deletion.