Roles & Permissions

Overview

  • What are permissions?
  • What is a role?
  • How do you assign Roles to a user?
  • How do you assign Roles to a Business Unit?

Permissions

  • A permission is a tool to control a user’s access to applications, screens or specific functionality within the Marketing Cloud
  • In other words, permissions control what a user can do and cannot do
  • There are three settings for a permission:
    • Allow
      • User will have access to the functionality or application
    • Deny
      • User will not have access to the functionality or application
    • Not Set
      • User will not have access to the functionality or application
      • Treated same as Deny

Permission Use Case

  • In this example, permissions are set at the Application level
  • Allow access to:
    • Email Application
      • Allowed to:
        • Create an email
        • Delete an email
        • Test an email
        • Create a template
        • Delete a template
        • Send an email
      • Denied to:
        • Import subscribers
        • Delete subscribers
    • Automation Studio
    • Reports
    • MobileConnect
    • CloudPages
  • Denied access to:
    • Journey Builder
    • Discover
  • Permissions exist for EVERYTHING a user can do in the Marketing Cloud
  • When permissions are set at the application level, a user can see and do anything within that application
  • When a permission is set to deny, it trumps the allow permission
  • Roles are comprised of permissions

Roles

  • A role is a collection of permissions that allow or deny access to an application, to screens or specific functions within the Marketing Cloud
  • Roles are used to manage and control access to actions that can be taken within the marketing cloud
  • There are two types of roles:
    • Predefined
      • Are default roles that are available in every account
      • Each role has a set of permissions that are allowed
      • Predefined roles can be assigned to any user based on default permissions
      • Predefined roles can be customized by the Administrator
      • Predefined Roles:
        • Administrator
        • Analyst
        • Content Creator
        • Data Manager
        • Distributed Sending User
        • Marketing Cloud Administrator
        • Marketing Cloud Marketing Cloud Channel Manager
        • Marketing Cloud Content Editor/Publisher
        • Marketing Cloud Security Administrator
        • Marketing Cloud Viewer
    • Custom
      • Are roles that you create based on your specific requirements
      • New roles can be created by the Administrator based on the responsibilities of groups of users
      • Best Practices:
        • Make roles broad enough they can be assigned to multiple users within your organization
        • Set permission to allow or not set
      • A role assigned to a specific user can later be customized for that person

Assigning Roles and Permissions

  • Roles can be assigned to users or Business Units
    • Users
      • The Administrator can either:
        • Assign a role or roles to a user, regardless of the business units where a user is assigned
          • Scenario – Lets Meet Ted and Sally
            • Ted is an email specialist with the marketing department.  He supports the North and West regions for the Northern Trail Outfitters brick-and-mortar stores.  He creates and deploys emails for his divisions, but his responsibilities vary a bit by region.
            • Each region lives in its own business unit and Ted needs access to each one
            • Sally is the Marketing Cloud Administrator for Northern Trail Outfitters.  She is responsible for creating roles and business units for the Marketing Cloud.
            • Sally needs to assign roles to Ted based on the business units Ted is assigned
            • Northern Trail Outfitters is using the predefined roles within their account:
              • Content Creator
              • Data Manager
              • Analyst
            • Since Ted is responsible for creating and sending emails, Sally will need to assign the role of Content Creator to Ted, no matter in which business unit he is working in
        • Assign a role or roles to a user for a particular business unit
          • Scenario – Sally is using the predefined roles of:
            • Content Creator
            • Data Manager
            • Analyst
          • Sally then assigns the roles to Ted, based on his responsibilities within each business unit:
            • Store Marketing BU:
              • Content Creator
            • Northern Region BU:
              • Content Creator
              • Data Manager
            • West Region BU:
              • Content Creator
    • There are two ways to assign roles to users:
      • An administrator can assign roles to a user based on any business unit they are assigned to
      • An administrator can assign roles based on a specific business unit a user is assigned to
      • Click on your name in the upper right corner of Marketing Cloud and select Administration
      • Under Account, select Users
      • Check the user and click on Manage Roles
      • You can select a specific Business Unit or select Any Business Unit then select the role or roles
      • Click Save
  • An Administrator can assign roles to Business Units
    • A role can be assigned to an entire business unit
    • Any user with access to the business unit will have that role
    • To assign a role, under Account select Business Units
    • Check the specific business unit and click on Manage Roles
  • Even though a user has the role of Content Creator, The administrator can add or remove permissions based on the responsibilities or restrictions

 

Advertisements

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google+ photo

You are commenting using your Google+ account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s

This site uses Akismet to reduce spam. Learn how your comment data is processed.