In order to apply, create, or edit Activity Templates, users must be assigned certain privileges. The Commit system allows for different levels of privileges for Activity Templates.
Basic Privileges
A system administrator can assign these privileges by going to File > User & Privileges > Privileges.
Activity Templates Privileges
The Privileges window lists a separate line for Activity Templates. Like all privileges in the Commit system (click here for general information on using privileges in CommitCRM), the system administrator can assign the user privileges to View, Edit, or Delete. Below is an explanation of what these privileges mean in reference to Activity Templates privilege:
| • | View: The user can view templates but not update them. This privilege is required for a user to be able to apply a template. |
| • | Edit: The user can create or update Activity Templates. |
| • | Delete: The user can delete Activity Templates |
Advanced
In certain situations, the user applying a template might not have the privileges to add Tasks, Appointments, or Tickets to other employees (click here for more details on the various privileges available in CommitCRM). Nevertheless, such a user can apply a template successfully, thereby adding Tasks, Appointments, or Tickets to other employees. This is the default setting of the system.
For example, when closing a ticket, a technician may want to apply a template that assigns a Task to the secretary to follow up with a client in a week and assigns another Task to the accounting manager to issue an invoice. Even if this technician does not have privileges to see other employees’ Tasks and Appointments, he can still apply a template, thereby assigning these activities to other employees.
The system administrator can further restrict a user’s privileges in these circumstances by going to Tools > Options > Activity Templates (Note: this is a different area than the regular Privileges section of the system):
Activity Templates Advanced Privileges
In this window the administrator can check either of the following boxes:
| • | “If a user who does not have privileges to assign Tasks/Appointments/Tickets to other employees applies a template, assign all activities created by this template to the applying user.” If this box is checked, the system will override any Employee fields in the template entries and automatically assign activities to the user applying the template. By default, this box is not checked. |
| • | "Do not let a user without any Tickets privileges apply templates that include Ticket entries." If this box is checked, a user without Tickets privileges is prevented from applying any template that includes a Ticket entry. Any attempt such a user would make to apply a template containing a Ticket entry will fail. By default, this box is not checked. |