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Configure roles for Catalyst users

Who can use this feature?

  • All roles with access level "high"
  • Available on all plans

A user’s role determines how that team member can interact with Catalyst in two ways:

  1. Access level: Determines features and capabilities available to the user:
    • High: Can invite and remove members, create playbooks, edit any segment, and access settings
    • Standard: Can update objects, take notes and create tasks and layouts
    • Limited: Can view objects, notes, tasks and layouts
  2. Field permissions: Sets the read and write access on Catalyst objects

Roles with access level High or Standard consume an "Editor" license. Roles with access level Limited consume a "Viewer" license.

System default roles and access levels

There are three levels of access available (high, standard, limited). Catalyst provides three system default roles for each level to help your team get started in Catalyst right away.

You cannot edit or delete system default roles. The default permissions of all Catalyst users will mirror that of the integration owner. For example, if your organization's Salesforce integration owner has the ability to read and write to a particular field, all Catalyst users will also be able to read and write to it. For further customization, we recommend creating custom roles.

System role Details

Admin

Full access to all of the functionality on the settings tab as well as the ability to edit any segment, create, and edit playbooks on the playbooks tab.
  • Access level: High
  • Field permissions: All fields are readable and writable
  • Can: Add/remove users, create roles, manage integrations, create/edit success metrics, create/edit Journey Builder, create/edit health profiles, configure fields, create/edit playbooks, edit fields (account, contact, opportunity or additional object), create/edit any segment regardless of ownership, configure layouts, create/edit notes, create/edit/complete tasks, view reports, search and filter views
  • Cannot: @ mention a user with a viewer role in a note/task

Member

Do not see the playbooks or settings tab from their left navigation bar. They have full access to all functionality from the other tabs.
  • Access level: Standard
  • Field permissions: All fields are readable and writable
  • Can: Edit fields (account, contact, opportunity or additional object), create/edit segments, configure layouts, create/edit notes, create/edit/complete tasks, view reports, search and filter views
  • Cannot: Add/remove users, create roles, manage integrations, create/edit success metrics, create/edit Journey Builder, create/edit health profiles, configure fields, create/edit playbooks, @ mention a user with a viewer role in a note/task, delete goals

Viewer

Strictly read-only access to Catalyst. Viewers receive access to accounts, contacts, opportunities, additional object records, notes, tasks and layouts, so they can keep up with the portfolio of customers, pull their own insights—without having to ask others for the info!
  • Access level: Limited
  • Field permissions: All fields are readable; no fields are writable 
  • Can: See, search and filter all non-admin views/data in Catalyst
  • Cannot: Everything listed under Member - Cannot, create/edit segments, create/edit fields (account, contact, opportunity or additional object), create/edit notes, create/edit/complete tasks, create layouts, be @ mentioned in a note or task

Create a custom role

Custom roles allow you to tailor access levels and field permissions, per object. Once you save a custom role, you cannot edit the role's access level; you can edit the role name and field permissions.

  1. From the Settings sidebar, navigate to Permissions (Roles tab).
  2. Click +Create Role.
  3. Enter a name for the role, and choose the access level.
  4. For each object (accounts, opportunities, contacts, additional), grant or revoke the read or write permissions available. 
    • Certain fields have default permissions that cannot be edited.
    • Additional objects and newly mapped fields must be configured for custom roles with standard or limited access; read/write permissions will not be selected automatically.
    • If a local field is converted to a synced field with Salesforce, no changes need to be made to the field permissions on custom Roles.
    • Fields synced from Salesforce will respect the permissions set for the integration user. If the integration user only has "read" permissions to the Salesforce Contract Value field, Catalyst will only have "read" permissions to that field, and "write" permissions will be locked for all users; you cannot grant a "write" permission in Catalyst in that use case.
  5. Click Save. 

 

Default field permissions

Depending on the access level selected for the role, write permissions can be edited on these fields, but not read permissions:

Object Fields
Account
  • Name
  • Customer Success Manager
  • Health
  • Field(s) being used in account journey configuration
  • Field(s) being used in health profile configuration
Contact
  • Name
  • Last Name
  • Customer Success Manager
Opportunity
  • Name
  • Customer Success Manager
  • Field(s) being used in opportunity journey configuration

 

Behavior for field permissions

Field permissions allow read and/or write access in the following combinations:

  • Read + Write: If a user has both read and write access to a field, they will be able to see the field and edit the field value across the app.
  • Read Only: If a user has read access to a field, but not write access, they will be able to see the field and field value across the app, but will not be able to edit the field value.
  • No Read or Write: If a user does not have read or write access to a field, the user will not be able to view or interact with the field in any way. All areas of the app where that fields would be visible or editable will remove that field from view for that user.

Below is a table that outlines the expected behavior based on the different field permissions:

  Read/Write Read Only No read/write
See the field and field value across the app ✓ ✓ -
Update the field value in segments and dashboards ✓ - -
Apply filters and segment data using the field ✓ ✓ -
Insert the field into a note using /field ✓ ✓ -
Update the field value in a note ✓ - -
See the field value in a published note ✓ ✓ -
Create layouts using the field ✓ ✓ -
See other segments that use the field in the filter ✓ ✓ -
View modules in a dashboard that contain the field ✓ ✓ -

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