Roles and Privileges - New version
When there are multiple users in your organization, it's essential to be mindful when it comes to data access. We try to make it as easy as possible for you to walk the line between easily sharing data between team members, yet maintaining strong protections for sensitive data.
With the new setup, we've introduced a couple of new default roles and have altered certain privilege restrictions in portal and workspace levels to make the user management more effective. Read about the portal level roles from here.
In this guide, we'll take you through each different role, how to add new roles, and how to customize the privilege settings in the workspace level for each role.
To open the Roles and Privileges tab
- Login to Zoho Campaigns. Click the Settings icon at the top-right corner of the screen.
- Click the Roles and Privileges under Users and Control.
Organization level roles
In Zoho Campaigns, there are two organization level roles:
- Admin
- Member
When you're inviting a new user, you can either assign them as an Admin or a Member.
Let's look in detail on what an admin and a member can do.
Admin
This role refers to the organization's administrator. An admin can access entities, including Workspaces created by other admins. They can assign privileges for custom roles within the organization. Their privileges are static and cannot be modified. Basically, an admin has all the permissions that are available.
When you're inviting a new user and assigning them as an admin, you'll see that they will be an admin for all the workspaces you have in your Zoho Campaigns organization.
Member
This role refers to all the other user(s) in an organization, except the admin. A member has access to entities created by them. For example, the campaigns drafted by them, the contacts they've imported, etc. They can create campaigns, add contacts, create list and segments, and perform all the basic operations in the product. They don't have the privilege to add new users and add sender addresses unless they're an admin for that workspace.
When you're inviting a new user and assigning them as a member, you'll then have the option to choose the type of role they need to be assigned for the workspaces you have. A member can have different roles across different workspaces. They can be a WorkSpace Admin in one workspace and an Editor in another workspace. They can also be assigned custom roles that you create.
Note:
- Unlike a member, an admin doesn't have to be invited into a Workspace to have access to it. They will be part of any workspace created within the organization by default.
- Once an admin is part of a workspace, you cannot remove them or edit their access privileges.
Roles
Before we dive into privileges and related settings, let's take a look at the various roles that exist in Zoho Campaigns workspace setup. Workspace level roles are different from portal level roles. Learn more about portal roles.
- Standard User role will be changed to Editor role. While Standard User role had the privilege to send campaigns, Editor role doesn't have that privilege. So, check the user roles after migration and update the roles of them according to your requirement.
- Please ensure the roles and permissions are allocated properly in the new setup. If there are some changes in the permissions in the new setup, update the role accordingly to provide the intended access to the organization users.
For a detailed information on exact privileges of the default roles, refer this
Workspace Admin
This role refers to the workspace's administrator. Workspace Admins can perform all actions in the 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 privileges for custom roles within their workspace.
Manager
This role refers to users who have access to a specific workspace and can perform certain actions within that workspace. Managers can create and send campaigns, import contacts, and view reports.
Workspace Admin | Manager |
They can manage Workspace under Settings and hence it will be listed under Settings for their account. | They don't have access to manage workspace so it won't listed under Settings for their account. |
They can add any of the existing users from the portal to their workspace. | They can't add users to their workspace. |
They can configure contact and topics setup in their workspace. | They don't have access to configure contact and topics setup in workspace. |
Editor
This role refers to users who have access to perform a few specific tasks within the organization. Editors can create, edit, and delete campaigns and templates, as well as view reports.
Viewer
This role has the most limited access to the organization. Viewers can view reports within the assigned workspace, but cannot perform any other actions. This role 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.
Note:
- The Self / Others option will be removed. If you have access to any module, you can view both your and other users' data from that module.
- We have removed the tab visibility option, which governed which roles could view which tabs. Users can view all tabs irrespective of their privileges in the concerned module.
- Integrations have been moved to organization level. Only users with the admin role can integrate with different services, and only one integration per service is permitted.
Custom roles
Administrators can create custom roles and set privileges according to each role's needs. In some cases, it might be helpful to assign more specific privileges to certain team members.
Note: For users migrating to the new version, any custom roles created with the old controls will migrate automatically to the newer controls, and will have the same settings as configured previously.
FAQs
1. How many custom roles can I add to my account?
Even though there is a restriction in adding users to your organization based on your subscription plan, there are no restrictions on the number of custom roles you can create. Custom roles is available in the plans shown in the table below.
2. I'm the admin for my account, but I'm not able to remove myself from the organization. Why is this?
Users with administrator privileges cannot remove themselves from an organization unless there is at least one another user with administrator privileges. You can change the role of another user to admin and then remove yourself from the organization.
3. As the manager of Zylker, I've decided to upgrade our subscription plan with Zoho Campaigns. I found I am not able to upgrade. What should I do?
The issue may be that you don't have an admin role in your organization in Zoho Campaigns. Ask your admin to set you as an admin and then try to upgrade your subscription.
To create a custom role
- Click the Settings icon at the top-right corner of the screen.
- 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.
I'm the admin for my account, and I'd like to allow designers to access only the 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, but no other data.
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 in the Settings drop-down.
- Click on the Assign Role link next to the username.
- Select the role you want to assign in the Assign Role pop up.
- Click Update.
To edit privileges for a custom role
- Navigate to Settings.
- Open Roles and Privileges under Users and Control.
- Select the role you want to edit in the Roles drop down.
- Make the changes and click Save.
Control options
- There are five control options to define which operations can be performed by users in a module.
- These functions are create, edit, delete, access, launch, view report, and export. The functionalities of these options vary across different modules of Campaigns.
- Launch privilege means the access to send campaigns directly or triggered from workflows and publish signup forms. These privileges are only applicable for campaigns (all types), signup forms, and automation modules.
Note:
- Only paid subscription users can add a new role and edit the privileges of existing roles. This does not include users who have opted for the pay-as-you-go plan.
- To access data that belongs to a different module, a user must have access privileges for that particular module. For example, if a user wants to choose a list during campaign creation, they need access privileges fro the List module, in addition to the necessary Regular and Advanced Campaigns modules.
- Read more about privileges for each default role.
Control options and associated operations in modules
Contacts module
- Add contacts
- Import contacts
- Create a new sync
- Edit contacts
- Move contacts to Unsubscribed registry
- Mass-update contacts
- Reactivate contacts
- Assign subscription status
- Assign topics
Custom Fields module
Only users with Admin roles can create and modify custom fields.
- Create custom field
- Select custom fields in field mapping step of sync creation.
Lists module
Segments module
Control options
Associated operations
Create
Create segments across Zoho Campaigns.
Edit
Edit segment names
Assign subscription statuses to contacts in segments
Assign topics to contacts in segments
Delete
Delete segments
Export
Export segments
View
View segments
Contact Tags module
Note:
There is no separate export action for Lists, Segments, and Contact Tags. Users with export privileges for the Contacts module alone can export data for these features.
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
Control Options | Associated Operations | |
Create |
| |
Edit |
| |
Delete | Delete campaigns or campaign content | |
Export |
| |
View | View all campaigns | |
Launch | Send campaigns | |
View report | View reports for sent campaigns | |
I want a user in my organization to send an email campaign. Is it necessary to grant them the sender address privilege?
If the user has edit and access privileges for the associated email campaign, then it isn't necessary to enable sender address privileges for that user. The user's sender address of the user will be enabled to send out the campaign. If the user has more than one sender address, then the most frequently used email address is set as sender address.
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
Social Campaigns module
- Edit post campaign names
- Edit post campaign content
- View print previews of campaign content
- Download campaign content as PDFs
Autoresponders module
- Create autoresponders
- Create new messages
- Clone autoresponders
- Create new content
- Enable/disable autoresponders
- Pause/restart messages
- Configure messages
- Edit/activate messages or content
- Edit autoresponders
- Edit recipients
- Delete autoresponders
- Delete messages
- Delete conten
Workflow module
- Create workflows
- Clone workflow clones
- Create new content
- Add other content
Webhooks module
Note: To edit a webhook in the Lists tab, the user must have the List modification privileges, in addition to the Webhooks modification privileges.
Sender address
Note: Once added, sender address cannot be modified.
Library module
- Add a new collection to folders
- Upload images
- Import images
- Create template
- Save files to the Library
- Clone templates
- Edit images
- Edit folder name
- Move images to folders
Note:
- Image names cannot be modified after importing or uploading.
- The HTML and templates added by other users cannot be modified.