You can define exactly which features a user can work with in your account by enabling or disabling their access to that page.
In this way you can restrict access to sensitive pages, such as those with direct access to personal data on customers, or to high-impact actions, such as launching a marketing campaign.
Your account comes with three default roles with preset permission sets. You can assign these directly to users or copy them and modify them to create your own roles.
User roles are defined under Admin > User Management.
Default user roles
There are three default roles available:
- Administrator - This role has full access to all of the Emarsys features, except those that are restricted to Account Owners, and Smart Insight.
- Operator - This is the most common default role, it has all the features available for the daily work of a marketer.
- BI (Business Intelligence) Administrator - This is an administrator user who also has access to Smart Insight.
For more information on each default role, you can create a copy of it and then browse the Permissions tabs.
If these do not cover your needs, you can copy one of the default roles and fine-tune it, or create a new "empty" role and switch on all relevant permissions.
Note that when creating a new role or copying an existing one, try to give it a meaningful name that makes it clear to every user what it does.
Creating new user roles
It is very likely that you will have users for your account who only need to access specific areas of functionality. For these users you should create your own role.
Depending on the configuration, you can create a new role or copy an existing one and modify that.
Here are some examples of typical roles:
Email campaign manager - This role is involved in creating and launching ad hoc marketing campaigns. They would therefore need these permissions enabled for them:
- Admin tab - Media Database, Email Archive, Voucher Management, Link Categories,
- Campaigns tab - all permissions in the Email Campaigns section.
Analyst - You might have someone helping the marketing strategy team by preparing reports. For this they would need:
- Core tab - access to the Dashboard.
- Analysis tab - all permissions.
- Smart Insight tab - various permissions, depending on your needs.
- Intern - You may also have a junior marketer who can only view and edit email campaigns, as shown below.
Note that for ease of use, the structure of the switches on the screen follows (more or less) the menu structure of the Emarsys Marketing Platform.
Editing and reassigning roles
An Account Owner can modify the permissions of any role (except the three default roles) at any time.
But be aware that your changes will immediately affect all users with that role.
You can also reassign a role to any user.
Normal users cannot change their role - this functionality is only available to Account Owners.
With multi-account permission you can centrally manage the users and roles created in your regional offices' accounts. Since this feature needs some extra settings in the backend, please contact your Solution Consultant for more information.
Note that this feature requires all of your accounts to be on the same environment (the numbers should be the same after the word "suite" in the URL where you open the application, e.g.: https://suite16.emarsys.net/index.php).
Is there a limit to the number of roles I can create for my organization?
No - there is no limit on how many roles you can create.
Can a user have different roles in different accounts?
Yes. A user can have one role in one account and a different role in another account.
Can a user have multiple roles in one account?
No. You can only assign one role to one user per account, but you can adapt this role to fit any combination of permissions.
I have a user in a brand new position, how do I create a new role?
You can start from scratch or create the new role based on an existing one. In the latter case, copy the role, rename it and then edit the copied version.
The permissions in the default roles are not exactly what I want to assign to users. What’s the best way to modify the role?
The easiest way is to create a copy of the default role that closest matches your needs and then make the corresponding changes.