Community
Showing results for 
Search instead for 
Do you mean 
Reply

Local Databases vs. Cloud Based.

Copper Contributor
Posts: 81
Country: USA

Local Databases vs. Cloud Based.

We have a handful of employees who currently only use the cloud version of our database, however it has been terrible to use, very inconsistent, and SLOW. We would like to give these employees a local version of the database to have on their computers that they can synchronize to the cloud. Each of these users has limited access to only certain contacts. If we allow them to have a local version on their computers, will they still have limited access to only their contacts? Or will it give them access to all contacts in the database?

Administrator
Posts: 4,024
Country: United_Kingdom

Re: Local Databases vs. Cloud Based.

Hi Rachel,

Yes, they will still have the limited access that is defined on their user account.
If you are using custom sync sets to limit the contacts that appear in the users databases, this can be configured by calling our support team.
Copper Contributor
Posts: 81
Country: USA

Re: Local Databases vs. Cloud Based.

Can you please explain what a custom sync set is? Since our employees each have access to different records within our main database, do we have to configure each employee's desktop database to sync differently? Or when they sync will it just sync their own items?

Administrator
Posts: 4,024
Country: United_Kingdom

Re: Local Databases vs. Cloud Based.

[ Edited ]

Sync sets enable you to create a remote database that contains only the contacts defined by criteria in the sync set. Any contacts that do not meet the criteria are not present in the remote database at all, and therefore cannot be accessed. If you only wanted the contacts that the user is a record manager of to be present in their database, a separate sync set would have to be created and defined during the remote database creation for each user.
Bear in mind that limiting individuals databases with sync sets can limit the user's ability to know whether a contact exists in the master database at all before creating a new contact record for them, and could lead to duplicates.

 

More info on creating sync sets can be found in the following Knowledgebase article: http://kb.act.com/app/answers/detail/a_id/14072

The alternate method of access control is done by setting the appropriate security roles and permissions for the users. For example, this can enable them to see, but not make changes to any public record that they are not the record manager of. This does not require individual limiting sync sets.

How are your users currently limited to their contacts?

Copper Contributor
Posts: 81
Country: USA

Re: Local Databases vs. Cloud Based.

Currently our users are limited by their security roles and permissions. The majority of our employees are set to "Standard" while me and my supervisor are "administrator" Then, it is designated within each contact, under the contact access tab, which user has access to each specific contact. If this is the way we currently have it set up, when our employees switch to a desktop version of the database, we are hoping their permissions remain the same....is this the case?
Administrator
Posts: 4,024
Country: United_Kingdom

Re: Local Databases vs. Cloud Based.

Ahh, I see. There are quite a few different ways to organise access rights.
The method you have described will work in the same way as it does now if you move to a desktop installation of Act. All your existing limited access user selections will be retained.