Roles and Permissions

Roles and Permissions

When you have multiple users in your organization, it's essential to pay attention 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.
 
To that end, we're introducing a couple of new default roles and have altered certain permission restrictions to make user management more effective. Additionally, we have some other new updates, like workspaces.
 
In this guide, we'll discuss each role, how to add new roles, and how to customize the permissions for each one.

Roles  

Before we dive into permissions and related settings, let's take a look at the various roles in Zoho Marketing Automation.

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 permissions 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.

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.

Roles and corresponding permissions for the default roles  

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

  1. Workspace Admin

    admin permissions

  2. Manager

    manager permissions

  3. Editor

    editor permissions

  4. Viewer

    viewer permissions

To open the Roles and Permissions tab  

  1. Click Settings in the top right corner of the screen.
    Settings icon
  2. Click the Roles and Permissions under Users and Control.
    settings page

Custom roles  

Administrators can create custom roles and set permissions based on each role's needs. This can be helpful in assigning more specific permission to certain team members.

Create custom role

Steps to create custom roles

To create custom roles:
  1. Open Roles and Permissions under Users and Control in Settings.
    settings page
  2. Click New Role.
    new role button
  3. Enter role name and description.
  4. Assign permissions and click Save.
    new role

 To edit permissions for a custom role

  1. Open the Roles and Permissions under Users and Control in Settings.
    settings page
  2. Click More besides the role you want to edit and click Edit.
  3. Make the changes and click Save.
    new role
 
I am the Admin for the Zylker Marketing Automation 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.

Control Options  

  1. There are seven control options to define which operations can be performed by users in a module.
  2. These functions are create, edit, delete, access, launch, view, view report and, export. The functionalities of these options vary with different modules of Marketing Automation.
  3. Launch permission is only applicable for the following modules: Campaigns(all types), Signup forms and Automation modules.

Note:
  1. Only paid subscription users can add new roles 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, the user must have access permission for that particular module. For example, if a user wants to choose a list during campaign creation, they need List module access permission in addition to the necessary Regular and Advanced Campaigns module permissions.

Control Options and Associated operations in modules  

Contacts module 

Control Options
Associated Operations
Create
  1. Add contacts
  2. Import contacts
  3. Add a new sync
Edit
  1. Edit contacts
  2. Move contacts to Do-not-mail list.
  3. Mass update contacts.
  4. Reactivate contacts.
  5. Assign subscription status
  6. Assign topics
Delete
Delete contacts
Export
Export contacts
View
View contacts

 Custom Fields module 

Control Options

Associated Operations

Create

  • Create custom field

  • Select custom field in map fields step of sync creation

Edit

Edit custom fields

Delete

Delete custom fields

Export

Export custom fields

View

View custom fields

Lists module 

Control Options

Associated Operations

Create

Create lists across Zoho Marketing Automation

Edit

Edit list names

Delete

Delete lists

Export

Export lists

View

View lists

Segments module 

Control Options

Associated Operations

Create

Create segments across Zoho Marketing Automation

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 

Control Options

Associated Operations

Create

Create contact tags

Edit

Edit contact tags

Delete

Delete contact tags

Export

Export contact tags

View

View contact tags

Notes
Notes:
There is no separate export action for Lists, Segments, and Contact Tags. Users with export privileges for the Contacts module alone can export data from these features.

Signup Forms Module 

Control Options

Associated Operations

Create

  • Create forms

  • Clone forms

Edit

  • Edit form names

  • Edit form layouts

  • Edit form responses

Delete

Delete forms

View

View all the forms

Launch

Publish forms.

View report

View reports for forms

 Landing pages module

Control Options

Associated Operations

Launch

Publish landing pages

Create

Create landing pages

Edit

Edit landing pages

Delete

Delete landing pages

Export

Export landing pages

View

View landing pages

View report

View reports for landing pages

Email Campaigns module 

Control Options

Associated Operations

Create

  • Email Campaign

  • Add content

  • Clone a campaign

Edit

 

 

 

 

 

  • Edit a campaign

  • Edit content

  • Edit recipient

 Delete 

Delete Campaign or campaign content

Export

  • Print preview of campaign content

  • Download campaign content as PDF

View

View all campaigns

Launch

Send campaigns

View report

View reports for sent campaigns

Export report

Export 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 permission?
If the user is granted with edit and access permissions for the associated email campaign, then it is not necessary to enable sender address permission for the user. The user will be notified and their sender address will be enabled to send out the campaign.
Note: If the user has more than one sender address, then the most frequently used email address will be set as their sender address.

SMS Campaigns module

Control Options

Associated Operations

Create

  • Create SMS campaigns

  • Add content

  • Clone campaigns

Edit

 

 

 

  • Edit campaigns

  • Edit content

  • Edit recipients

Export

  • Print preview of campaign content

  • Download campaign content as PDF

 Delete

Delete campaigns or campaign content 

View

View campaigns

Launch

Send campaigns

View report

View reports for sent campaigns

Export report

Export reports for sent campaigns

        WhatsApp Campaigns module

Control Options

Associated Operations

Create

  • Create WhatsApp campaigns

  • Add content template

  • Clone campaigns

  • Clone templates

Edit

 

 

 

  • Edit campaigns

  • Edit content template

  • Edit recipients

Export

  • Print preview of campaign content

  • Download campaign content as PDF

Delete

Delete campaigns or campaign content templates

View

View campaigns

Launch

Send campaigns

View report

View reports for sent campaigns

Export report

Export reports for sent campaigns

 Social Campaigns module 

Control Options

Associated Operations

Create

Create post campaigns

Edit


 

  • Edit post campaign's names

  • Edit post campaign's content

Export

  • View print previews of campaign content

  • Download campaign content as PDFs

 Delete

Delete post campaigns

View

View campaigns

Launch

Send campaigns

View report

View reports for sent campaigns

Export report

Export reports for sent campaigns

Journeys module        

Control Options

Associated Operations

Create

  • Create journeys

  • Clone journeys 

  • Create new campaigns in journeys

Delete

Delete journeys

Export

Export journeys

View

View journeys

Launch

Trigger campaigns using journeys

View report

View reports for campaigns triggered using journeys

Export report

Export reports for sent campaigns triggered using journeys

Control Options

Associated Operations

Create

Create marketing planners

Edit

Edit marketing planners and the entities associated items

Delete

 

Delete marketing planners and the entities associated items

View

View Marketing Planner section

View report

View reports of marketing planners

Smart URL module

Control Options

Associated Operations

Create

  • Create smart links

  • Generate QR code for smart links

Edit

Edit smart links

Delete

Delete smart links

View

View Smart Links section

View report

View reports for smart links

Goals module

Control Options

Associated Operations

Create

Create different types of goals

Edit

Edit different types of goals

Delete 

Delete different types of goals

View

View goals created

View report

View reports for goals

Web Analytics module

Control Options

Associated Operations

Create

  • Create goals

  • Create Smart URLs

Modify

  • Edit goals

  • Edit Smart URLs

Delete

Delete goals and Smart URLs

View

View Web Analytics content

Page groups module

Control Options

Associated Operations

Create

Create page groups

Edit

Edit page groups

Delete

Delete page groups

View

View page groups

Webhooks module 

Control Options

Associated Operations

Create

Create webhooks

Edit

Edit webhooks

Delete

Delete webhooks

View

View webhooks

 

To edit a webhook in the Manage Lists tab, the user must have List modification permissions besides the Webhooks modification permissions.

Sender address module

Control Options

Associated Operations

Create

Add sender addresses

Delete

Delete sender addresses

View

View sender addresses

 

InfoOnce added, a sender address cannot be modified.

 Library module

Control Options

Associated Operations

Create

  • Add a new collection folders

  • Upload images

  • Import images

  • Create template

  • Save items to library

  • Clone a template

Edit

  • Edit images

  • Edit folder name

  • Move images to a folder

Delete

Delete images, folders and templates

Export

Export content added to the library

View

View content in the library

 


Note:

  • Image names cannot be modified after importing or uploading.

  • Users can't modify HTML and Templates belonging to other users.