What you get
- Salespeople who work on their records without being able to download the customer or contact file.
- Export reserved for the people you designate, and limited to their own customer scope.
- A record of creations, edits and deletions, with the author and date.
- In the event of an incident, a restoration requested from support using Klytic backups from the last 30 days, included or charged depending on the cause.
- Klytic CRM has no recycle bin by default. As an option, the “recycle bin” extension lets you recover a deleted record yourself. It also helps support the open-source project on which Klytic CRM is based.
The key step: separate reading from exporting
Your account administrator, or Klytic support at your request, sets the rights for each group. For customer records as for contacts, the right to export is separate from the rights to view, create and edit.
- Remove the export right from the sales group.
- Check that no salesperson receives it through another group: a person holds the rights of all their groups.
- Remove it from contractors, without exception.
- Grant it by name to one or two people, for example sales management and sales administration.
Export follows the person’s scope. A salesperson who only sees their own customers, and whom you left with the export right, would only export their own customers. The entire file can only be exported by someone who has both extended access to all customers and the export right. It is this combination that must be restricted. Setting scopes is described in Who sees which customers in Klytic CRM.
What is not a file export
Removing the export right does not block day-to-day work:
- generating the PDF of a quote, an order or an invoice, with your company branding, and sending it to the customer;
- sending an e-invoice to the certified platform;
- viewing a sales dashboard.
These outputs concern one document or one customer. The export discussed here produces a file containing all or part of the customer or contact database. That is what makes it possible to walk away with a portfolio.
Rights prevent bulk downloads. They do not prevent an authorized person from copying what they see on screen. The best safeguard remains a viewing scope limited to the customers the person needs.
What the log records
Klytic CRM can automatically record events in the history of the record concerned, with the author and date:
- creation, editing and deletion of a customer record or a contact;
- validation, editing and deletion of a quote, an order or an invoice.
Separately, a security log can record logins, failed logins, and the creation, editing and deactivation of accounts and groups.
What the log does not tell you:
- It does not record views. You will not see who opened a record without editing it.
- It flags a change without necessarily restoring the previous value. To recover lost content, a restoration is required.
The events recorded are chosen in the service configuration. Ask support to check which ones are active on your account before you need them. Preventing exports relies on rights, upstream, not on the log.
When a salesperson leaves
Prepare the departure before equipment is handed back, not after.
- Cut off export as soon as the departure is announced, if they had it, and remove extended access.
- Reassign the records for which they were the assigned sales rep to a colleague, so that no customer is left without a contact.
- Close the account on the last day. Their quotes, orders and invoices remain in the database, with their name as author.
- Review the recent history of their records: unusual deletions or edits in the last few weeks.
If a large number of records have been edited or deleted, request a restoration from support. If the deletion was deliberate, when a salesperson leaves, this restoration is included, within the limit of 3 requests per month. An accidental deletion is handled through a paid support ticket. With the optional “recycle bin” extension, deleted records can also be recovered directly. Klytic CRM is backed up every hour and backups are kept for 30 days. Give the approximate date of the incident. This is not real-time control: backup repairs, it does not prevent. See Security and backup.
Your file remains exportable
Restricting export within the team does not change your rights as a company. The file belongs to you: the people you authorize can export it, and at the end of the contract your data remains retrievable in standard formats, with assistance. The only question this page addresses is: who, within the team, has this right.
For the general framework, read Who owns CRM data.
Frequently asked questions
Can I find out who viewed a record?
No, the log records creations, edits and deletions, not views. Instead, limit each person’s scope: Who sees which customers.
Can a salesperson without the export right still send a quote as a PDF?
Yes, sending a document to a customer is not a database export.
Records were deleted yesterday, what should I do?
If you have subscribed to the optional “recycle bin” extension, first recover them from the recycle bin. Otherwise, request a restoration from support, with the approximate date. It is included in the event of a service malfunction, and for a deliberate deletion by an employee, for example when a salesperson leaves, within the limit of 3 requests per month. An accidental deletion or a handling error is handled through a paid support ticket. See Security and backup.
Why protect the CRM like your accounts?
See Who owns CRM data.
