Campus Partner access to CRM

Sarah Renon

Hello! I'm reaching out to see if anyone is willing to share their approach to providing Campus Partners (outside of Advancement) to data within BB CRM. Is there an approval process in place? Do they have a limited security profile/role? Thanks for any input you all have!

Mike Cicerone

Hi Sarah,

We have a couple of very limited access security roles that are granted to campus partners. We always ask for a business reason for the access in the ticket so there is a record of why this person needs access and what access they were given. If the business decision people agree this person should have access and agree with what access is proposed then the person is granted access. We have a Change Management Board that meets every other week for decisions like this but I usually email everyone and ask if this access is ok so the new person doesn't have to wait that long.


I hope this helps. Happy to provide more info if you need it.


Mike

Sarah Renon

Thank you for your reply, Mike! Do your security roles allow campus partners to view constituent records that are outside of their specific unit/area? Or does the role restrict them to only see their small set of constituents? Thanks again.

Stephanie Boyce

Hi Sarah,

We did not choose to use site security (to allow them to only see "their prospects") but we do have some departments that have access to our CRM database. We created 3 view roles that have varying levels of visibility to information on constituent, org, and committee records. We also incorporated allowing them or not allowing them to see purpose/designation records as well via these roles.

We have an approval process, access tracking, as well as information release policy documents they must sign.

Stephanie

Mike Cicerone

We do not use site security so they can see all constituents but are limited in their views. Generally they cannot see revenue or plans or plan steps etc.