Assign/Edit User Permissions
After creating a new user you will be directed to the Edit User page. Client Admins can also find and edit users through the Options menu under System Users and then click on the name of the user you need to edit. You can scroll down to see all users or use the filters at the top to search for users with/without permissions, or by email, last name, or username.
When viewing a user record you will see some information at the top of the page with the user's name, username, email, and datestamps for when the user was created and the last time the user was edited. You will also see a Save button which you will need to click if you edit any information on the user's record. Under this information you will see five tabs: User Details, Permissions, Groups, Templates, and Page Templates.
User Details
On the User Detail tab you will see all the contact information about the user. The user, or a client admin, can edit the fields on the user detail record. At the bottom of the page you will find Communication Roles (this allows you to opt the user in to various kinds of message from emfluence based on these preferences). Below this, you will see Security where you can set a password expiration, forcing them to change their password after a set number of days, and a checkbox to force the user to change their password on their next login. In this section you can also create an API Token tied to your user and edit preferences for Trusted Devices and Two Factor Authentication.
We do not show the existing password for the user and only the user can change the details for username, password, and email address. If a user is editing their own user record they can type in their current password and click Submit. This will expand the menu and allow them to make changes to their username, password, or email address tied to this login.
Just below this section you will find any API Tokens assigned to this user as well as the ability to create a new token. Go here for more information about API Tokens.
Permissions
On the Permissions tab a client admin can set what permissions the user has access to. The first step of Permissions is the Role the user will play within the platform
Client Admin - Can edit their own users as well as the permissions of others. Have behind-the-scenes permissions. Automatically added to every group, template, survey and page when it is created.
Restricted User - Can only contacts they own or those that have been shared with them. Think of this a franchise or sales model where you would only want each restricted user to see their own lits, emails, etc. Have to be manually added to groups, pages, etc. if you want them to have access to them.
Standard User - See all emails and contacts like Client Admins but can't edit their own permissions. Have to be manually added to groups, pages, etc. if you want them to have access to them.
Notifications-only User - Have no access to items within the platform, but can be assigned notification emails for data syncs, reports, landing pages, surveys, etc. A notifications-only user can be changed into another type of user and given more permissions at a later date.
The other permissions under user role are à la carte. You can choose which permission to give a user (such as add a contact but not edit or delete them, etc.). Unless they are a client admin, they cannot edit their own permissions. NOTE: Some permissions are required to access individual areas of the platform.
The Connections Admin permission is necessary for someone to add or edit a connection to any third-party applications connected through emfluence. These would include social networks such as LinkedIn, Twitter, Instagram, and Facebook as well as Google Analytics.
Manage Signatures: Allows users to access and edit personal signature files. These signature files will only be accessible from the account where the signatures are created.
Upload Images and Files: This option gives users the right to upload files to the system file library. Users with this permission can upload .gif, .jpg, .pdf and .ics files to the system for use in campaigns.
Content Blocks: Allows a User to create and save reusable blocks of content for use in campaigns. For example, you may have a calendar of events that you want to feature in your newsletter throughout the year. Saving the calendar as a content block allows you to reuse the content in message after message with the click of a button. User rights for individual content blocks can be set when adding or editing a content block in the Content section.
Send Mail: Designates that users can send emails from the system.
Compose Mail: Allows users to create, preview and test email messages.
Approve Mail: If this selection is checked, the user must approve ALL emails for the account before they can be sent. Approvers will get a copy of every email that other users wish to send through the system. –emails cannot be sent without approval from all users set to approve email. NOTE: If you select all permissions to be applied within this section, Approve Mail will NOT be applied automatically (to avoid someone accidentally creating an approver when they don't wish one). You will have to manually check the box to enable this permission on a user.
Pre-Flight: Choosing this option gives users access to the Pre-Flight message testing system. This feature is in the Preview/Test step of composing a message. Running a Pre-Flight check allows users to preview their messages in top email clients and tests messages against popular spam filters to improve deliverability.
Manage Templates: Users have the ability to get into Template Builder. There they can make changes to existing email templates they have access to or create new templates.
Email Coder: Allows the user to create an email without choosing a template.
Group Management: These options designate what users can do with contact records. Permissions can be assigned allowing users to delete, add, edit, import and export contact records and lists. List Cleanse allows a user to request contacts be cleansed by emfluence's third-pary provider (there is a cost for this service).
Pages: Allows the user to create and manage existing landing pages that they have access to.
SMS Admin: Allows a user to view, create, and send SMS messages. (This will only apply is SMS is enabled in your account)
SMS Viewer: Allows a user to view SMS messages. (This will only apply is SMS is enabled in your account)
Survey Admin: Can create, edit, manage, and view responses for all surveys in their Platform account to which they've been granted permission (on the survey level).
Survey Viewer: Cannot create, edit, or manage a survey, but can only view survey responses.
Groups
On the Groups tab you can control what groups a user has access to by checking the boxes for those groups. It's important to remember if you make a user the owner of an email sending to a group they don't have access to they won't be able to complete that send. Client Admins have access to all groups by default, including those made by themselves and others. Unrestricted and Restricted Users see their own groups, but need to be added to groups others create. Unrestircted Users will see all contacts by default, but Restricted Users will only see the contacts they own (or those you have shared access with them). To give the user access to all existing group Select All (this only applies at the time of the click, not for groups created afterwards). NOTE: You can also assign users to a group on the group itself on the Options tab.
Templates
On the Template tab you will see all the Email Templates available in your account. By checking the boxes for the individual templates, you can assign the user to have access to use those templates when creating a new manual or automated email. NOTE: You can also assign users to templates in Template Builder on the Option tab of an individual template.
Page Templates
On the Page Template tab you will find all available Page Templates you can assign to a user. Newer emfluence clients using the landing page drag and drop will be using page themes rather than templates (and you will not see or have templates to assign here).
When you are finished, remember to save to update the user's permissions and/or access.