This article covers the following topics:
Take control of your Pipeliner space through the use of Units, Users & Roles. This Administrator-only feature allows you to set up the hierarchical structure of your organization, decide which team members will have access to your Pipeliner space, as well as determine the level of access each team member will have.
To get started, navigate to the Admin Module using the App Switcher in the upper, left-hand corner of Pipeliner, and then click the “Units, Users & Roles” tab ⤵
NOTE: Only Administrators will see the “Administration” menu, subject to their Role settings.
Sales Units (referenced under the “Unit” tab in Pipeliner) represent your company's internal, hierarchical structure. This might be broken down by physical location, department, geographical sales areas, or any combination. The structure that you create can be used to limit user access to records according to the location or sales territory to which they are assigned.
Sales Units can also be used for filtering record sets and generating reports specific to revenue or activity for a given Sales Unit.
Every record within Pipeliner must be assigned to a single Sales Unit at the point of creation. Users, on the other hand, can be assigned to multiple Sales Units.
An assigned Sales Unit can be updated at any time, as might be the case if a sale moves through a process and gets handed off from one department to another, or a Pipeliner user’s role changes at the organization.
When building your Sales Unit hierarchy, the “parent” for all subsequent Sales Units is named “Company” by default, but you can click the “Company” row (or any other existing Sales Unit’s row) to modify its name. ⤵
Clicking the name of a Sales Unit will allow you to:
Modify the Sales Unit’s Name
Change the Parent Sales Unit
View a list existing Managers, Members and Parent Unit Managers
Creating Sales Units
At the top of the Unit list, you will see a button labeled “Create New” ⤵
Click the button, and on the resulting popup, input the name of your new Sales Unit, along with the Parent Sales Unit under which it will reside, and then click "Create" ⤵
You can create as many Sales Units as needed to map your organization.
NOTE: If you click the name of an existing Sales Unit and then click the “Create New” button at the top of the Unit list, the “Parent Unit” in the resulting overlay will automatically be populated with the name of the Sales Unit ⤵
The default “Tree” hierarchy is the most commonly-used view for Sales Units, but you can also use the “Chart” view by clicking the selector button in the far, upper-right corner of the list ⤵
On the resulting screen, you will be able to fit all Sales Units onto a single screen, or zoom in or out. Hovering over a Sales Unit card will subsequently expose a pair of icons ⤵
Click the plus icon while hovering over the card to add a New Sales Unit, or click the 3-dot icon to expose additional options ⤵
Click the card itself and the right-hand panel flyout will appear ⤵
A user is an individual who will be able to log in to, and use, the Pipeliner web application (and the Pipeliner Admin module if their User Role allows). Each User that you invite consumes one of the licenses available under your Pipeliner subscription. Users are invited using their unique email address.
As noted earlier in this article, you can invite Users into your Pipeliner space using the Units feature, but more commonly, you will navigate to the Users tab at the top of the screen and invite Users from there ⤵
Click the "Invite" button at the top-left of the User list and enter the new User’s email address. Be certain to click the “Add” link after inputting the new email address, or simply click your Enter key ⤵
NOTE: It is important that the email address of the User exactly matches the email address that they will be using when accessing Pipeliner, without any surplus white spaces in front of or behind the address. This email address will then be the address that the User connects to when enabling their email integration in Pipeliner.
Next, determine the new User’s designated Role, select the Sales Unit(s) to which they will be assigned and whether they will be a Member or Manager, as well as their Default Sales Unit.
NOTE: “Manager” assignment for a Sales Unit will allow the User to change the owner of any record within that Sales Unit, whereas a “Member” cannot. Managers may also be granted additional editing privileges based upon their Role.
When finished, click the “Invite” button at the bottom of the overlay ⤵
NOTE: When working with records (Accounts, Contacts, Leads, Opportunities, and Activities) Pipeliner Users will only be able to create records within the Sales Units to which they are assigned.
A system-generated invite will then be emailed to the User, which will allow them to establish their password. In the event that a User doesn’t receive the email, use the dropdown arrow at the far, right-hand side of the row of the User’s record, which will expose a number of options, including the option to reset their password ⤵
You can alternately click the row for the User’s record from the Users screen and then click the “Reset Password” button at the top of the list ⤵
A User Role is a template that allows you to manage the security and access rights granted to the Users you create. Depending on your Pipeliner Subscription Tier, in addition to the default Roles, you can create custom User Roles to manage groups of users with a similar function ensuring that security and access rights are easily and consistently applied.
Modifying User Roles
User Roles define the level of access that Users will have to records, features and functions within Pipeliner. There are a couple of out of the box Roles that you will see when you first log into Pipeliner – “Standard user” and “Standard user & admin” – the latter which allows full access to the Administration module in Pipeliner.
Additional Roles can be created and existing Roles can be modified at any time. Modifications to an existing Role will impact any new users assigned to the Role, as well as any users already assigned to the Role.
NOTE: Creation of new custom User Roles is available to Business, Enterprise, and Unlimited plans in Pipeliner.
Create a New User Role
Select the Role tab and then click the "Create New" button at the top-left of the list. On the resulting overlay, input the name that you want to use to identify the User Role and then click “Create” ⤵
This will then launch a new overlay with a series of tabs. By default, the Entities tab will be selected with another series of tabs running down the left-hand column representing the various entity records within Pipeliner ⤵
A toggle switch appears at the top-right of each entity’s screen. When the switch is toggled on and lit green, the Role will allow at least some level of access to related records for the entity. When the switch is toggled off and lit red, the Role will not allow any access to related records ⤵
Next, a Hierarchical Units Access Level slider bar appears just below the on/off toggle switch for each entity. Use the slider bar to determine the breadth of access users will have to related records within Sales Units ⤵
The available levels of access that can be set are:
Only owned records - the User will only be able to view records that they own
Only assigned units - the User will only be able to view records that they own, along with non-owned records that exist within the User’s assigned Sales Unit(s)
Assigned and parent units - the User will only be able to view records that they own, along with non-owned records that exist within the User’s assigned Sales Unit(s), as well as non-owned records that exist within the Parent Unit of the User’s assigned Sales Unit(s)
Assigned and Subunits - the User will only be able to view records that they own, along with non-owned records within the User’s assigned Sales Unit(s), as well as non-owned records that exist within any subunits attached to the User’s assigned Sales Unit(s)
Assigned, parent and Subunits - the User will only be able to view records that they own, along with non-owned records within the User’s assigned Sales Unit(s), as well as non-owned records that exist within the Parent Unit of the User’s assigned Sales Unit(s), as well as non-owned records that exist within any subunits attached to the User’s assigned Sales Unit(s)
All units - the User will be able to view any record in any Sales Unit, regardless of whether or not they own the record
Beneath the slider bar is an Access Rights dropdown list, which will allow you to set the Read/Write level of access each User will have to records ⤵
The available levels of access that can be set using the dropdown list are:
Read-only access to records - the User will only be able to read data within those records that they are granted access. They will not be able to create new records or edit records in any way.
Write access where Editor rights are granted - the User will be able to create records and edit records that they own, but they will only be able to edit records of other Users if they are explicitly assigned as an Editor in the record’s Team feature.
Write access where Editor or Manager rights are granted - the User will be able to create and edit records that they own, but they will only be able to edit records of other Users if they are explicitly assigned as an Editor in the record’s Team feature, or if they are listed as a Manager in the assigned Sales Unit.
Write access to records - the User will be able to create records, as well as edit any records to which they have view access. The latter is determined by the “Hierarchical Units Access Level” slider bar discussed earlier in this article.
Major entities (Accounts, Contacts, Leads, Opportunities and Projects) display a set of three checkbox fields immediately below the “Access Rights” dropdown list ⤵
A description of each checkbox field is as follows:
Allowed owning of private records - it is typically advised that you disable this feature, as it will allow the User to create records that can only be seen by them and nobody else, including Admins. This persists even after the User has left the company.
Allowed deleting of Records - the User is allowed to delete records that they own.
Allow user to create tags - when disabled, the User will not be able to create new tags on the fly, but rather they will only be able to select from a list of tags created by their Admin. A set of radio buttons will appear beneath the tag creation checkbox field in order to allow further restrictions when the feature is enabled.
NOTE: In the Role tab for Opportunities, you can also restrict which pipelines can be accessed by Users assigned to the Role.
NOTE: Only the Owner of a record in Pipeliner can delete the record. This restriction applies to all Users, including Admins; however, when a User or Admin is assigned as a “Manager” within a Sales Unit, they will have the capacity to reassign ownership of any record within their Sales Unit, inclusive of taking ownership of the record themself.
Pipeliner Administrators are additionally able to determine the default Email Message Sharing Rights for each User Role. All Users assigned to the Role will inherit settings which will then be applied by default to all email messages sent from or received by those Users ⤵
The following email privacy options are available:
User will decide - the User will have the option to share or hide the content of their own emails on an email-by-email basis, or the User can select their own default preference for emails when setting up their email integration.
Private only - the content of all emails sent from and received by Users within the Role will be hidden. Users cannot change the default sharing settings of emails. Sharing can, however, be manually changed on individual emails within the Feeds.
Public only - the content of all emails sent from and received by Users within the Role role will be visible to all other Users who have rights to view the Contact or Account that the emails are linked to. Users cannot change the default sharing settings of emails. Sharing can, however, be manually changed on individual emails within the Feeds.
Administrators can also grant the right for Users within the Role to delete other Users' emails. ⤵
NOTE: Existing emails already saved in Pipeliner before the 4.8 release in June 2022 will not be affected by any changes to the Email Message sharing options. Users will, however, be able to update the sharing of each individual existing email within the Feeds
Common Records Tab
This tab in the Roles feature allows Admins to set more granular User permissions for Profiles, Reports, Forecasts, Dashboards, Email Templates and Form Views. ⤵
More can be read about Common Records in the following article:
This tab allows Admins to toggle on or off access to features within the CRM Application portal for any Users assigned to the Role. Take note of additional feature restrictions available by clicking the other tabs on the left-hand side of the overlay ⤵
This tab allows Admins to toggle on or off access to features within the Administration portal for any Users assigned to the Role ⤵
When finished setting up your new Role, click the “Save” button at the bottom of the overlay.
The new Role will be editable at any time from your list of Roles by either double-clicking the name or the Role, or by single-clicking the name of the Role and then clicking the “Edit Role” button that subsequently appears in a flyout on the right side of the screen ⤵
Working with Applications
The last tab at the top of the “Units, Users & Roles” screen is labeled Applications. Applications are 3rd-party tools or API connections that you integrate with Pipeliner. Zapier is one very commonly used 3rd-party tool. For additional information about Applications, please click the related link in the list below.