How do I restrict access to contacts based on role in Webmecanik Automation? – Webmecanik

Advanced roles in Webmecanik Automation allow you to apply data restrictions. This feature limits user visibility and interaction within a specific role exclusively to contacts matching defined criteria (such as geographic region, status, or business unit).

⚙️ Setting Up Data Restrictions on a Role

To limit contact visibility for a specific group of users:

Go to Roles management and create a new role (or edit an existing one).
In the Details tab, toggle the Has full system access option to No.
Fill in the Data restrictions section.

Settings to Configure

Contact field: Select the field where the restriction filter applies.
Operator: Choose the comparison rule (e.g., equals).
Value: Define the exact value required to grant access to the contact.

💡 Note: Users assigned to this role will only see and interact with contacts that satisfy this rule. If you leave these fields blank, the role retains full access to all contacts.

⚠️ Mandatory Prerequisites for the Contact Field

Not all database fields are eligible for creating restrictions. To be available in the Contact field drop-down menu, a field must strictly meet all three of the following conditions:

🔹 Select field type: The contact field must be set to the select type.
🔹 Published: The field must be active on the instance.
🔹 Indexed: The indexing option must be enabled in the field settings (this is required because restrictions apply to all database queries).

💡 Practical Example

If you want a regional manager to only access contact records located in France:

Contact field: Country
Operator: equals
Value: France

Result: All contacts whose Country field is not equal to France will be hidden from their searches, segments, lists, campaigns, emails, and reports.