How to Set Project Based Access Controls to Sales Reps

Aptien CRM supports a tailored workflow for each salesperson across deals, opportunities, and projects. Sales team members can only access the deals, projects, and tasks they’re assigned to.

• Salespeople have access only to their assigned projects, deals, opportunities, and tasks.
• This ensures they can view and update information related to their assigned leads and opportunities only.
• Access is restricted to their own work—no visibility into unassigned projects.
• Sales managers have full visibility into all deals and opportunities.

Which Projects or Cases a Sales Representative Can See

• Clarify visibility rules in plain US business terms.
• Standardize role names and examples for SMB contexts.
• Simplify wording and remove redundancies.
• Emphasize individual vs. team visibility behavior.
• Keep guidance actionable with clear role setup tips.

Sales reps can only see the deals, opportunities, or cases that:

1. They create themselves.
2. Are assigned to them by a sales manager with the right permissions.
3. Put simply, a sales rep won’t see any records until they’re assigned to them or created by them.

Recommendations and Tips

• For a role like "Sales Representative — Midwest Region," configure it so the rep only sees the deals they create.
• If you assign the same role to multiple reps, everyone with that role will see the same items. It works like a team role. For example, all reps with the role "Sales Representative — Central Region."
• If you want each user to see only their own items, create a separate individual role for each person, such as "Sales Representative — John Doe," and assign it only to that user.
• Need help tailoring roles or permissions for your team? Let us know.

How to Set Individual Permissions for Sales Reps

Requirements for Setting the Sales Rep Role

1. The Sales Rep role should have limited access to all deals.
2. You must be signed in as a Sales Manager with the correct permissions (with the "Authorize" level).

Step-by-Step: Share a Specific Deal

If you want to manually assign specific deals to sales reps, follow these steps:

1. Go to the Opportunities workspace.
2. Select the deal (opportunity) you want to assign to or remove from the sales rep.
3. In the right-hand menu, select Permissions.
4. Add or remove the sales rep in the permissions settings.
5. Save your changes.