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 four default roles with preset permission sets. You can assign these directly to users or copy some of them and modify them to create your own roles from scratch.
User roles are defined under Management > User Management.
The User Management menu is only available to Account Owners.
Default user roles
The following default roles are available:
- Account owner - This role provides the account owner capabilities. Users with this role can manage other users, security settings etc. For more details , see About Account Owners.
Note that the Account owner role does not include any additional permissions, but it can be combined with any other roles to provide broader access.
- 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 has access to Smart Insight.
The BI (Business Intelligence) Administrator role is only relevant for those who have Smart Insight activated.
You can check each default role by clicking the Preview icon and browsing 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.
Role names must be unique in the account.
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 SAP Emarsys Engagement Platform.
Editing and reassigning roles
Only an Account Owner can modify the permissions of any role to any page of the Emarsys platform (except the four default roles) at any time.
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.
Assigning and removing roles
Assigning roles
You can manage the roles of a user on the Management > User Management > Users tab by clicking the Edit icon next to the specific user. Under Roles, you can assign all the required roles to the user.
Under Permissions, you can check the permissions associated with the assigned roles.
You can also manage user roles on the Management > User Management > Roles tab by clicking the Edit icon next to a role.
When you create a new role, you can:
- Set all the required permissions under Role Details > Permissions.
- Assign it to all the relevant users on the Assigned Users tab. Here you can also check the users to whom the given role is assigned. This comes in handy when you need to add new permissions to or remove some from the role.
Removing roles
To remove a role from a user, proceed as follows:
- Go to the Management > User Management > Users tab, click the Edit icon next to the user.
- Under Users, click the role you would like to remove, then click Save.
As a result, the specific role is removed from the user without modifying the rest of their roles.
To remove multiple users from a role, select the Roles tab, click the Edit icon next to the specific role, select the Assigned Users tab and click the users you would like to remove, then click Save.
Multi-account permissions
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).
Modifying other user's assets
If the user who created the object is not available, or has been deactivated or deleted an other user has privilege to modify the following assets:
| Object created by user_1 | Modifying by other users |
|---|---|
| Link categories | Yes1 |
| Voucher pools | No |
| Normal segments | Yes |
| Mailboxes | No |
| Campaigns | Yes2 |
| Export | No |
| Forms | No |
| AC Programs | Yes |
| Fields | Yes |
1 - Cannot be deleted.
2 - VCE campaigns can be modified.
FAQs
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?
Yes. A user can have multiple roles, and in this case the union of the permissions within the roles are applied to the user.
I have a user in a brand new position, how do I create a new role?
You can start from scratch or create a 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.
What happens when a user does not have any roles assigned?
When no roles have been assigned to a user, they can’t access any functionality on the account except for checking their own profile page. For example, users created by SSO have no roles by default to make sure they will be granted the appropriate permissions by the Account Owner.