How to manage roles and privileges

When there are multiple users in your brand, it is essential to be attentive about data access. We try to make it as easy as possible for you to tread the line between easily sharing data between team members, yet maintaining strong protections for sensitive data.

In this guide, we'll take you through each different role, how to add new roles, and how to customize the privilege settings for each role.

Roles

Before we dive into privileges and related settings, let's take a look at the various roles that exist in Zoho Campaigns.

Standard admin

This role refers to the organization's administrator. A standard admin has access to entities created by all users. A standard admin can assign privileges for custom roles within the organization. Standard admin privileges are static and cannot be modified.

Standard user

This role refers to standard user(s) in an organization. A standard user has access to entities created by them. Standard user privileges are assigned by default and cannot be modified. They can create campaigns, add contacts, create list and segments and perform all the basic operations in the product. Standard Users don't have the privilege to add new users and add sender addresses.

Entities refer to campaigns, lists, segments, contacts or any other item added or created by a user in the Zoho Campaigns product.

What is the difference between the User and Standard User roles?

For accounts added before December 12, 2017, users will be assigned the User role. In the updated roles and privileges, this role was renamed Standard User. The main difference between these roles is that the User role is customizable but Standard User role is not.

Custom roles

Administrators can create custom roles and set privileges based on each role's needs. It can be helpful to assign more specific privileges to certain team members.

Note:

For accounts created before December 12, 2017; users with Admin privileges will be migrated to the Admin role, while others will be migrated to User role.
Admin and User role can be edited by both Standard Admin and Admin roles.
New users who join the organization after the above-mentioned date can be assigned to Standard Admin or Standard User , or Custom roles .
Organizations created after the above-mentioned date will have Standard Admin and Standard User roles by default and they can create Custom roles according to their requirement.

Use cases

1. How many custom roles can I add to my account?

There are no restrictions on the number of custom roles that can be created. However, if you want to add more than five users in an organization, you will need to contact support@zohocampaigns.com .

2. Patricia is the Standard Admin for the Zykler Campaigns account. She is not able to remove herself from the organization. Why is this?

A user with administrator privileges cannot remove themselves from the organization unless there is at least one another user with administrator privileges. Patricia can change the role of one of the users to Admin or Standard Admin and then remove herself from the organization.

3. I am not able to change my role from Standard Admin to Admin. What should I do?

You cannot change your role once you are a Standard Admin. You can ask any other Admin or Standard Admin on your team to change your role.

For accounts added before December 12, 2017 , users with admin privilege are assigned the Admin role. The Admin role, per an older version of privilege allocation, does not have all privileges. The Admin role is customizable.

The Standard Admin role has complete privileges throughout the entire product. It is one of the default roles in the new version of roles and privileges. A user can switch their role from Admin to Standard Admin but cannot switch from Standard Admin to Admin.

4. I am a user and am not able to view or access the Library tab. Should I contact support to get access?

You may need to contact your organization's Standard Admin or Admin and request access. If you do not know who to contact, navigate to Settings and open the Users tab to find the email address of your organization Standard Admin or Admin.

5 . As the Manager of Zylker, I decided to upgrade our subscription plan with Zoho Campaigns. I found I am not able to upgrade. What should I do?

You may be a User or Standard User in your organization in Zoho Campaigns. Ask the Admin or Standard Admin to set you as a Standard Admin and then try to upgrade your subscription.

To open the Roles and Privileges tab

Click the Settings icon in the top-right corner of the screen.
Click the Roles and Privileges under Users and Control.

Create custom role

Go to Settings.
Open the Roles and Privileges under Users and Control.
Click Add and select Role.
Enter the Role Name and click Add.
Assign privileges and click Save.

Use case

I am the Standard Admin for the Zylker Campaigns account. I would like to allow designers to access only Library module. How can I do this?

Create a custom "Designer" role and give the role access to the Library module, while unchecking access to all other modules. Then assign this role to all the designers. This will allow them to access the Library module while hiding all other data from them.

To assign a custom role

Click the Settings icon at the top-right corner of the screen.
Choose the Manage Users option under Users and Control.
Click on the Assign Role link next to the username.
Select the role you want to assign in the Assign Role pop up.
Click Assign.

To edit privileges for a custom role

Navigate to Settings.
Open the Roles and Privileges under Users and Control.
In the Roles and Privileges page that appears, click the role you want edit.
Select the role you want to edit in the Roles drop down.
Make the changes and click Save.

Grant View Access

An admin can decide how much information a user assigned with a custom role can view with regards to their roles and other users' roles. You can configure the view settings for Users under the Advanced tab of Roles and Privileges section.

To grant view access to users

Navigate to Settings.
Click Roles and Privileges under Users and Control.
Navigate to Advanced tab.
Choose the custom role for which you want to configure view access settings.
Click Edit under User-View Access section.
Choose from the two options:
Other users: List of other users in the organization.
Other users and their roles: List of other users in the organization. The users' role will be displayed in this option.
Click Save.

Privileges

Zoho Campaigns provides two levels of data access privileges: Self and Others . 'Self' privileges indicate access to any data item created by the owner, while 'Others' privileges indicate access to data created by other users.

Control Options

There are five control options to define which operations can be performed by users in a module.
These functions are create, modify, delete, access and, export . The functionalities of these options vary with different modules of Campaigns.
Access is the master control option which controls the direct access from module or cross-module access to data in that organization. By default, this setting will be enabled if user chooses create, modify or delete.
Tab visibility is a special control option. Disabling the tab visibility of a module implies that the user will not be able to view that module in the product
For any module, when you enable Others Export privilege then the following privileges of that module is enabled by default,
- Self Export privilege
- Tab Visibility
For instance,

1. You enable Export privilege(Others) of Reports module,

2. Export (Self ), and Tab Visibility privileges are enabled for Reports module.

Note:

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

Regular and Advanced Campaigns

Control Options	Associated Operations
Control Options	Self	Others
Create	Create Email Campaign Add content Clone campaigns created by all users.	-
Modify	To perform following actions on your campaigns, Edit a campaign Edit content Edit recipients Send/schedule a campaign	To perform the following actions on other users' campaigns, Edit a campaign Edit content Edit recipients Send/schedule a campaign
Delete	Delete campaign or campaign content that belong to current user.	Delete campaign or campaign content that belong to other user.
Export	Perform the following actions on current user's campaigns, Print preview of campaign content Download campaign content as PDF	Perform the following actions on other users' campaigns, Print preview of campaign content Download campaign content as PDF

Use Case

1. If you want a user to send an email campaign, It is not necessary to grant them sender address privileges, as long as that user has modify and access privileges for the associated email campaign.

2. If the user has more than one sender address, then the most frequently used email address is set as sender address.

3. If a user needs to send a campaign created by other user but doesn't have access to that mailing list, there are a couple of options:

If the campaign is going to a single mailing list for which the user doesn't have access, they can choose revoke and proceed and choose user's mailing list.
If the user doesn't want to alter the recipients, they can choose to skip and proceed and send the campaign to already chosen list.

Contacts

Control Options	Associated Operations
Control Options	Self	Others
Create	Perform the following activities, Add contacts Import contacts Add a new sync	-
Modify	Perform the following actions on contacts added by you, Modify contacts Move contacts to do-not-mail list. Mass update contacts. Reactivate contacts	To perform the following actions on contacts added by other users, Modify contacts Move contacts to do-not-mail list. Mass update contacts.
Delete	Delete contacts added by current user.	Delete contacts added by other user.
Export	Export contacts added by current user.Export contacts added by current user.	Export contacts added by other user.

If a user has all Self privileges enabled, when they try perform any action on all contacts, the action will only be performed on contacts that have been added by that user.

Reports

Control Options

Associated Operations

Self

Others

Export

Perform the following actions on reports of campaigns sent by you,

Print campaign reports.
Download reports as PDF.
Download reports as HTML.

Perform the following actions on reports of campaigns sent by other users,

Print campaign reports.
Download reports as PDF.
Download reports as HTML.

Note:

Print Campaign Preview and Download Campaign as PDF commands require Export privileges of Email Campaigns module.
Create Chain Campaign requires Create privilege of Email Campaigns module.
To export contact details from reports, Export and Modify privileges for contacts module is necessary.

Mailing Lists

Control Options	Associated Operations
Control Options	Self	Others
Create	Create a mailing list at different places across Zoho Campaigns.	-
Modify	Perform the following actions on lists created by the current user, Edit mailing list name. Create, edit and delete segments.	Perform the following actions on lists created by other user, Edit mailing list name. Create, edit and delete segments.
Delete	Delete mailing list.	Delete mailing list.

Note: If the user does not have contacts modification privileges (Others) in contacts module, then those contacts will not be removed from the organization.

Social Campaigns

Control Options	Associated Operations
Control Options	Self	Others
Create	Create a Post Campaign.	-
Modify	Edit the following entities for a Post campaign created by current user, Name Content	Edit the following entities for a Post campaign created by other users, Name Content
Delete	Delete post campaigns that belong to current user.	Delete post campaigns that belong to other users.

Note:

Account integrations between Campaigns and your social media accounts are independent from access privileges in the Social Campaigns tab.
There are no privilege restrictions for actions related to page campaigns.

Autoresponders

Control Options	Associated Operations
Control Options	Self	Others
Create	Create Autoresponder New message Autoresponder clone Draft autoresponder content configuration.	-
Modify	Perform following operations on your autoresponders, Enable / disable autoresponder Pause / restart message Message Configuration Edit message content. Edit autoresponders Edit recipient	Modify the following operations on other users' autoresponders: Enable/disable autoresponder Pause/restart message Message configuration Edit message content Edit autoresponders Edit recipient
Delete	Delete the following items created by you , Autoresponder Message Content	Delete the following items created by other users, Autoresponder Message Content

Use Case

For instance, If you need to modify message content for an autoresponder that was created by another user you'll need the following privileges:

Create privilege for the Autoresponder module.

Modify privilege (Others) for Autoresponder module.

Workflow

Control Options	Associated Operations
Control Options	Self	Others
Create	Create the following entities, Workflow Workflow clone New content Add content	-
Modify	Perform following operations on your workflows, Add contact to list Remove contact from list Edit workflow actions Pause / activate/ freeze/ shutdown workflow	Modify following operations on other users' workflows, Add contact to list Remove contact from list Edit workflow actions Pause / activate/ freeze/ shutdown workflow
Delete	Delete workflow created by current user.	Delete a workflow created by other users.

Signup Forms

Control Options	Associated Operations
Control Options	Self	Others
Create	Perform the following activities, Create signup form. Clone signup form.	-
Modify*	Perform the following activities on your signup forms, Edit signup form name. Edit signup form layout. Edit signup form response.	Perform the following activities on other users' signup forms, Edit signup form name. Edit signup form layout. Edit signup form response.
Delete	Delete signup forms that belongs to you.	Delete signup forms that belong to other users.

To edit a signup form which is associated with a mailing list, you need Modify privilege of that mailing List in the Mailing Lists module.

Note:

If you enable Create privilege in Signup Forms module, then Self Edit privilege is also enabled along with it by default, whereas the reverse does not happen.
If you want to add a new tracking field under Reports tab of Signup Forms, you need Create privilege of Custom Fields module.
To view the contacts who have joined via a signup form, you need corresponding Access privilege in contacts module.
To change/associate mailing lists with a signup form, you need Modify privilege for the corresponding mailing lists in the Mailing Lists module.
If you want to save a form template to the Library, then you need Access privilege of Library module.
To view the Signup forms associated with a workflow, you need to have the corresponding Access privileges of the signup forms in Signup Forms module.

Library - Images, Email Templates and Form Templates

Control Options	Associated Operations
Control Options	Self	Others
Create	Perform the following activities, Add a new folder. Upload images Import images Create email template Create signup form template Save to library Clone email/signup form template	-
Modify	Perform the following action on folders or images or templates added by you, Modify folder name Modify image. Move images to a folder Modify signup form templates Modify email templates	Perform the following action on on folders or images or templates added by other users, Modify images Modify folder name Move images to a folder Modify signup form templates Modify email templates
Delete	Delete your image, folder, email template or signup form template.	Delete other user's images, folder and email/signup form templates.

Tab visibility

User cannot view Images , Email Templates and Form Templates sub tabs sub tabs in Library if tab visibility is revoked.

Note:

Image name cannot be modified after importing or uploading.
Other users' HTML and Templates of cannot be modified.
You need Create privilege of Signup Forms module and Modify privilege of the corresponding mailing list in Mailing Lists module to create signup form from a template.

Settings tab

There are many options available under the Settings tab. The impact of control options will differ depending on the selected options.

Custom Fields

Control Options	Associated Operations
Control Options	Self	Others
Create	Perform the following activities, Create custom field Importing contacts from third party applications.	-
Modify	Modify a custom field.	-
Delete	Delete a custom field.	-

Note: Users cannot modify or delete custom fields added by other users.

Sender address

Options	Associated Operations
Options	Self	Others
Create	Perform the following activity, Add sender address	-
Delete	Delete sender address.	-

Note: Sender Address cannot be modified once added.

Custom Merge Tags

Options	Associated Operations
Options	Self	Others
Create	Create merge tags.	-
Modify	Modify merge tags.	-
Delete	Delete merge tags.	-

Note: Users cannot modify or delete merge tags added by other users.

Campaign Themes

Control Options	Associated Operations
Control Options	Self	Others
Create	Perform the following activities, Create theme Clone theme	-
Modify	Modify current user's theme	-
Delete	Delete a theme.	-

Note:

Access Privilege for both 'Self' and 'Others' will be enabled by default and this setting cannot be disabled.
Users cannot modify or delete themes added by other users.

Webhooks

Control Options	Associated Operations
Control Options	Self	Others
Create	Create webhooks.	-
Modify	Edit webhooks created by current user.	Edit webhooks created by other users.
Delete	Delete webhooks created by current user.	Delete webhooks created by other users.

Note: To modify a webhook, the user must have Mailing List modification privileges in addition to the Webhooks modification privileges.

Use cases

I am trying to create a signup form using a form template. I am not able to perform this action due to insufficient privilege. What privileges do I need?

To perform the above action, you need to enable these three privileges,

Access privilege of Library module,
Create privilege of Signup Forms module,
Modify privileges of mailing lists that are to be associated in Mailing Lists tab.

I want to un associate a signup form in my mailing list. What privileges will I need?

You need to have the Modify privilege of that mailing list in the Mailing Lists module. This privilege is enough to carry out the above action. On the contrary, to associate a signup form to your mailing list, you need the following privileges,

Modify privilege of that signup form(Self or Others) in Signup Forms module.
Modify privilege of that mailing list (Self or Others) in the Mailing Lists module

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