Marketer's space - Understanding portal roles in the new user management system

Marketer's space - Understanding portal roles in the new user management system

Hello,
 
As part of our new user management setup, we recently introduced portals and workspaces.
 
Portals enable you to manage multiple products under a single brand within a single account.
 
Workspaces are the spaces you can create within a portal for individual products. They can be a collection of teams, people, and resources who work on a particular product and under a common brand or company (portal). They help create a hierarchy to enable users to focus on the work elements that matter to their respective teams within the workspace.
 
In this post, we'll discuss portal roles and understand how they work in the new user management setup, along with a use case.

Roles 

Portal-level roles are as follows:
 
Portal admin: Portal admins can create workspaces, add users, and grant users different levels of permissions. They have access to all workspaces and can perform any activity on any workspace within the portal.
 
Portal member: All users in the portal other than portal admins are portal members. Their privileges depend on the roles assigned to them in different workspaces.
 

Use case 

Let's take a look at the scenario below for a better understanding of portal roles.
 
Zylker is an online fashion shop in which users can order clothes and accessories. They have three marketing teams that handle different apparel types of products: Women, Men, and General. All teams share one Zoho Campaigns organization (portal) and have separate workspaces under them.
 


The team leads and Zylker's marketing manager are portal admins. The rest of Zylker's users are given specific roles like viewer, editor, workspace admin, and other custom roles within the workspace, but at the portal level, they're collectively referred to as portal members.

 

There's much more to say about the world of portals and workspaces, which we'll be doing in upcoming posts. Meanwhile, you can learn more about portals and workspaces here.
 
Have questions? Feel free to reach out to us at support[@]zohocampaigns[.]com.
 
Regards,

Krithika
User Education | Zoho Campaigns


      • Sticky Posts

      • Marketer’s Space – Automate Subscription Management for CRM Contacts Using Workflows in Zoho Campaigns

        Hello, marketers! Welcome back to Marketer’s Space. In this week’s post, we’ll look at how to simplify subscription management using Workflows for contacts synced from Zoho CRM in Zoho Campaigns. There are multiple ways to assign topics to your contacts:

      • Marketer’s Space: Supercharged Workflow with Zoho CRM Integration

        Hello Marketers! Welcome back to another post in Marketer’s Space. Today, we’ll explore how integrating Zoho CRM with Zoho Campaigns can help you create smarter, more personalized Workflow. In this post, we’ll look at a specific use case to demonstrate

      • Marketer's space - Understanding portal roles in the new user management system

        Hello, As part of our new user management setup, we recently introduced portals and workspaces. Portals enable you to manage multiple products under a single brand within a single account. Workspaces are the spaces you can create within a portal for individual

      • Promote Campaigns on your LinkedIn Company page

        Hello!   We are happy to announce that Zoho Campaigns has further improved its integration with LinkedIn to provide more services. This time, we've come up with a new feature where you can promote your email and social campaigns on your LinkedIn company page.   LinkedIn company page is a hub where followers are updated about the company, its products & services and of course new features & updates. It acts as a public portal for prospects, vendors and partners, etc. You can engage your followers

      • The much-awaited real-time sync between Zoho Campaigns and Zoho CRM is live.

        Hello all, You don't have to wait for 24 hours to pull data from CRM to Campaigns anymore. Instantly bring subscriber data from contacts, leads, and custom modules and get going with your nurturing process right away.  What has changed?  We have two types of syncs now: Immediate and periodic.  The UI: We have cut down on the number of steps for the sync from three to two.  When to use which sync: Immediate Sync: When you want the data to get reflected in Campaigns as and when it is added in CRM.

        • Recent Topics

        • Zoho Commerce B2B

          Hello, I have signed up for a Zoho Commerce B2B product demo but it's not clear to me how the B2B experience would look for my customers, in a couple of ways. 1) Some of my customers are on terms and some pay upfront with credit card. How do I hide/show

        • Flex Your Creativity – A New component to Canvas in Zoho CRM

          Hello Everyone We’re excited to introduce Flex, a new component for Canvas in Zoho CRM! Flex is here to give you greater control over how your data is displayed in your layouts. This component enables responsive layouts that adapt across different screen

        • In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote

          In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote Pls help how i fix this

        • Linking Multi-UOM Barcodes to Products in Zoho Books

          Greetings, I'm using Zoho Books for retail shop and I'm running into a bit of a challenge with products that have multiple Units of Measurement (UOMs) and corresponding barcodes. For example, I sell cigarettes both as individual packets and in cartons

        • Convert Item to composite item

          When using Zoho CRM integrated with Zoho Inventory/Books, the item creation process is a little messy. After a few years of trial and error, we have settled on creating items in CRM, which are sync'ed to Zoho Inventory using Zoho's own internal integration.

        • What’s New in Zoho Inventory | April 2025

          Hello users, April has been a big month in Zoho Inventory! We’ve rolled out powerful new features to help you streamline production, optimise stock management, and tailor your workflows. While several updates bring helpful enhancements, three major additions

        • Mapping “Account Name” from CRM to Campaigns

          I’m syncing our Contacts list to Campaigns and want to select “Account Name” as an available field. Account Name does not appear in the drop down menu for CRM field even though Account Name is a field in our standard layout. How can I make it availa

        • Zoho Campaigns to Zoho Analytics Sync Fails – Field Mapping Shows But Not Applied

          I’m facing a persistent issue with the Zoho Campaigns integration to Zoho Analytics in my workspace. Here’s a detailed description of the problem: Under Edit Setup, I see a field mapping summary that shows: DataField Mapping: Most Recent Login However,

        • How to link web sales payments through Stripe to invoices?

          I have just set up an online shop website which accepts payments through Stripe.  The payment appears in Zoho Books through the Stripe feed as 'Sales without invoices'.  In order to keep Zoho Inventory in step, I manually (for now) create a Sales Invoice

        • Partially receive PO without partial Bill?

          Most of our inventory is pre-paid. Let's say we purchase 30 pieces of 3 different items for a total of 90 pieces. It is common for our supplier to send us the items as they are ready. So we will receive 30 pieces at a time. How can I partially receive

        • Cliq iOS can't see shared screen

          Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

        • Host in US Data Centre

          I humble apply to be registered on US Data centre

        • Zoho People & Zoho CRM Calendar

          Hi, Does anyone know if it is possible to link Zoho People and the calendar in CRM? I would like when holidays are approved they automatically appear in the calendar on CRM. Thanks 

        • Secure your external sharing process with OTP Authentication

          For any business, it's crucial to share files externally in a way that is both secure and controlled. Let's say you want to share confidential data with your partners and vendors. You must ensure that only your intended recipients can access the shared

        • Enable Validation Rule for Multi-Select Picklist Field

          Zoho, Please allow validation rules for multi-select fields.

        • Reply to email addresses wrong.

          I have setup my Zoho mail account using my main domain and I also have an Alias setup from a different domain. In Settings - Mail - Compose I have selected to the option "For replies, send using The same email address to which the email was sent to". This seems to work perfectly, except that the email always sends the email with a Reply To email address from the main domain not the alias. This can be changed in the Reply To drop down box to the right of the From Address in the email, but I obviously

        • Multiple images, one record

          I have a form that is used to capture the following info: -Facility Name -Origin -Shipment # -Picture of Damaged Pallet (Image field) I want to be able to capture multiple pictures without having to create a new record, as there might be multiple damaged pallets on the shipment. Obviously, one never knows how many damaged pallets might be on a shipment so I'd prefer not to create 20 image fields and have most of them unused.  I'd prefer that they have an option to add another image only if they need

        • Zoho CRM email formatting issues

          I have been having a hard time with formatting email templates. It feels like Zoho email is "fighting my edits." It refuses to change size, font, etc. Sometimes, the template looks great, then when the email gets sent, it looks completely different- some

        • how to dynamically upload multiple images for single record?

          Is the use of dynamic multiple images in a single record supported? I've searched but have not found the answer. If it is supported, how is it done? I saw 1 suggestion to add a sub-form but that doesn't seem to be the answer. I don't want to add a set number of image fields. Each record would have a different number of images. I want the addition of images to be dynamic. thanks

        • Multi-upload field

          Hi I need to include a file upload field that allows the user to select multiple files and upload all at once. I hope I can do this with HTML, I'm new to merging HTML and deluge... Can I trigger a hidden file upload window to appear On User Input of a field in an embedded form? Thanks! Levi

        • is it possible to add multiple attachments to a record?

          Hello, I'm trying to add functionality so that a record can have several associated attachments. I obviously added a File Upload field to my form, but that appears to only allow one total. Is there a way around this? Thanks, - Kevin

        • multiple upload files in zoho form

          Hi,  I need upload multiple files  in a single upload field thkns

        • Multi file upload

          Hi, I just wonder if one could upload multiple files in one shot, say between one and three files, without adding multiple File Upload fields? Thanks, Alalbany

        • How to rename the Submit Button by using deluge script

          Hi everyone, As we know, the Submit button can be renamed in the form builder setting. But I have scenario where I need the Submit Button to be renamed differently according to condition. Anyone knows how to do it? Thank You

        • Zoho Inventory Feature Roadmap Visible To All

          Hello, please consider making your feature roadmap visible to us users so that we know what to expect in future. This may appease current users who are seeking clarification on feature implementation dates, so that they can make an informed decision whether

        • Can't find parent child ticketing

          Hi I can't find parent child ticketing under tickets in this new organization... I have in the past on other organizations

        • What's New in Zoho Invoice | April - June 2025

          Hello everyone! We're excited to share the latest feature updates and enhancements we've made to Zoho Invoice from April to June 2025. In this, you will learn more about the following features: New Integrations via Zoho Marketplace Add Images to Email

        • Keeping Track of Email Threads

          Hi, Z CRM is great for tracking all the activities one would want to track whilst qualifying leads, converting to customers, closing deals etc etc, however.... ....although I can use Z CRM to send an email to a lead/contact and have that recorded as an activity for other team members to see, there is no way of capturing an inbound email from that lead. Assume my lead replies to my email sent from ZCRM, in my case, the response arrives in my ZMail account. However I can't get it back into ZCRM to

        • Zoho Creator invokeUrl to retreive PDF

          I'm trying to retreive a record PDF to send to Print Node. Tried with and without the zoho_creator_connection. pdf_content = invokeurl [ url :"https://creatorapp.zoho.com.au/<org_namespace>/<app_link_name>/record-pdf/<report_link_name>/" + input.ID type

        • Bulk upload image option in Zoho Commerce

          I dont know if I am not looking into it properly but is there no option to bulk upload images along with the products? Like after you upload the products, I will have to upload images one by one again? Can someone help me out here? And what should I enter

        • How to Automate Monthly PDF Reports with Filters in Zoho Creator

          Hi everyone, I’m trying to build an automated monthly reporting process in Zoho Creator and would appreciate suggestions or best practices from anyone who has done something similar. What I’m trying to do: I have a form called New_Customer with fields

        • Zoho App Builder

          I’m looking for a Zoho Creator developer to build a simple app for tracking site expenses for a construction company. Key features: mobile form, dropdowns for projects and expense types, photo attachment for invoices, auto-calculated totals, and Excel

        • Captcha can't be enabled conditionally

          Hi Problem: captcha on a form can't be enabled conditionally. Why is this a problem: Because I use the same form on our website (public) in the portal and mobile app. In the portal it works but in the mobile app it doesn't. So there should be a way to

        • Enhancements in Portal User Group creation flow

          Hello everyone, Before introducing new Portal features, here are some changes to the UI of Portals page to improve the user experience. Some tabs and options have been repositioned so that users can better access the functionalities of the feature. From

        • ACH Returns Don’t Trigger Dunning or Reverse Payment in Zoho Subscriptions

          Zoho Billing marked an ACH payment as successful and kept the subscription active — even though the payment was later returned by the bank (NSF). There was no update to the invoice or subscription status, and I had to manually clean it all up. For credit

        • Zoho Sheet - Split cell diagonally fill half color

          is it possible to split a cell diagonally, fill different text in each half and ideally color them differently as well?

        • Adding a work order for Assets vs. changing the contact person

          When adding a work order for an existing Assets (e.g. service), the assigned contact cannot be changed (deleting the contact deletes the selected Assets). This results in such an illogical operation that if you want to change the person to be contacted,

        • Calling Token API in Postman returning "error: invalid_client"

          Hello, I've been working on setting up an API to get data from zoho crm into a third-party application. I'm currently testing the setup in Postman, but I'm getting an error from the API to retrieve the access token. It keeps returning "error: invalid_client".

        • How to handle this process need using a Blueprint?

          See one minute screen recording: https://workdrive.zohoexternal.com/external/eb743d2f4cde414c715224fc557aaefeb84f12268f7f3859a7de821bcc4fbe15

        • bulk scheduling youtube shorts and facebook reels

          how do i flag the video as facebook reel rather than normal video, it's vertical, 20 seconds, yet still being posted as video on facebook for youtube, it's being rejected out right both videos are to standard, can be posted normally with normal scheduler

        • Next Page