When you have more than one person working in an organisation, who can see and do what starts to matter, essentially the data access. Roles let you share the work with your team while keeping sensitive data restricted to the people who should have it.

Zoho Campaigns comes with a few default roles you can assign to users, along with controls over what each role can and can't do, making user management more effective.

In this document, we'll discuss what roles are and why they affect data access, how to add custom roles and how to customize permissions for each one, the default permissions roles and understand how control options work.

Accessing the Roles and Permissions tab    

1. Log in to Zoho Campaigns.

2. From the dashboard, Click the Settings icon in the top-right corner of the screen.

3. Click Roles and permissions under Users and Controls.

What do roles do? 

A role decides which actions a user can take in a workspace and which data they can reach. Assign the right role and a colleague gets exactly the access they need for their job, and nothing extra or unnecessary. Someone who sends campaigns needs more access than someone who only checks the reports.

Workspace level roles are separate from portal level roles. This doc deals with the workspace level ones. For information on portal level roles, read the Users document.

Default Roles 

Before we explore permissions and related settings, let's take a look at the various roles that exist in Zoho Campaigns workspace setup.

Workspace Admin     

The Workspace Admin is the administrator of the workspace. Workspace Admins can perform every actions in a workspace, including inviting new users from the portal to their workspace, sending campaigns, setting up integrations, and email authentication. They have access to every object created by every user in a workspace, and can define permissions for custom roles within their workspace.

Manager   

A Manager refers to users who have access to a specific workspace and can perform certain actions only within that workspace. Managers can create and send campaigns, import contacts, and view reports.

Here's the breakdown of role difference between Workspace Admin and Manager

Editor   

An Editor refers to users who have access to perform a specific set of tasks within the workspace. Editors can create, edit, and delete campaigns and templates, as well as view reports.

Viewer    

The viewer role has the most limited access. Viewers can view reports within their assigned workspace, but cannot perform any other actions. It is suitable for stakeholders who only need limited access to view the reports, but aren't directly involved in any other process within the product.

Default role permissions 

Default roles have varying permissions across different modules. Let us look into the exact permission of each default role in the user management setup,

Workspace Admin 

 Manager 

Editor 

 Viewer 

Custom roles  

Administrators can create custom roles and set permissions according to each role's needs. In some cases, it might be helpful to assign more specific permissions to certain team members.

 Add Custom roles 

1. Open Roles and Permissions under Users and Control in Settings.

2. Click Add New Role.

3. Enter role name and description.

4. Assign different permissions across different modules

5. Click Save and a new custom role will be listed below the default workspace roles.

 Edit permissions for Custom roles 

1. Open the Roles and Permissions under Users and Control in Settings.

2. Click anywhere on the Role element and the edit page will straightaway open.

3. Make the required edits and click Save.

 Delete custom roles 

1. Open the Roles and Permissions under Users and Control in Settings.

2. Click the three dots beside the respective role and click Delete.

3. A pop-up appears to inform you of all the users part of that role and will prompt to you to move those users to a different role by selecting one from the dropdown before you delete the role.

4. Select Delete Role once you are sure of the removal.

5. You have successfully deleted the role.

 Control options     

1. There are five control options that define which operations can be performed under a specific control by users in every individual module.

2. These functions are create, edit, delete, access, launch, view report, and export. The functionalities of these options vary across different modules of Campaigns.

3. Launch privilege means the access to send campaigns directly or triggered from workflows and publish signup forms. These permissions are only applicable for campaigns (all types), signup forms, and automation modules.

Note:

1. Only paid subscription users can add a new role and edit the permissions of existing roles. This does not include users who have opted for the pay-as-you-go plan.
   
2. To access data that belongs to a different module, a user must have access permissions for that particular module. For example, if a user wants to choose a list during campaign creation, they need access permissions fro the List module, in addition to the necessary Regular and Advanced Campaigns modules.
   

Operations allowed under a control option in a module 

Contacts module  

Custom Fields module   

Info:

Only users with Admin roles can create and modify custom fields.

Lists module   

Segments module   

Contact Tags module   

Signup Forms Module
  

Control options	Associated operations
Create	Create signup forms Clone signup forms
Edit*	Edit signup form names Edit signup form layouts Edit signup form responses
Delete	Delete signup forms
View	View all signup forms
Launch	Publish signup forms
View report	View reports for signup forms

Regular and Advanced Campaigns modules
  

SMS Campaigns module     

Control options	Associated operations
Create	Create SMS campaigns Add content Clone campaigns
Edit	Edit campaigns Edit content Edit recipients
Delete	Delete campaigns or campaign content
Export	View print previews of campaign content Download campaign content as PDFs
View	View all the campaigns
Launch	Send campaigns
View report	View reports of sent campaigns

 

Workflow module   

Control options	Associated operations
Create	Create workflows Clone workflow clones Create new content Add other content
Delete	Delete workflows
Export	Export workflows
View	View workflows
Launch	Trigger campaigns using workflows
View report	View reports for campaigns triggered using workflows

 

Library module