NOTE: This article is for customers with the New Admin Experience interface (vertical left-navigation bar).
If your interface is different, view the "classic" version of this article.
As an admin, you have the ability to grant and restrict access to pages and features on a per-user basis. These "user permissions" are associated to a user's login -- and there are more than 100 permissions that can be enabled/disabled to provide very tight control on which users can access and manage which pages and features.
TIP: Refer to the Permissions categories section below for more information about each permission.
Set user login permissions
- Access the Admin interface.
- Navigate to Settings > Users.
- On the resulting page, each of your organization's users are listed. Select a user, and then click Permissions.
- The permissions are grouped by category. Click a group to expand it and view its options (more than 100 permissions are available, so you may need to drill down multiple levels to find the permission you're looking for).
TIP: Refer to the Permissions categories section below for more information about each permission.
- Check/uncheck boxes to grant/remove a permission OR click a setting with a dashed underline (_ _ _) and select a different value.
Permissions categories
The sections that follow are the high-level permissions groups in the Edit Permissions dialog. The information in the tables will help you understand what each permission controls so that you can better decide whether to enable it for a user.
Social
Controls the user's access to the Social Dashboard:
- Admin
- Post
- Read-only
| Field | Description |
|---|---|
| Message Creation | |
| Create Message | Ability to create a message. |
| Delete Message | Ability to delete a message. |
| Dynamic Content | Ability to create Dynamic Content. |
| Edit Message | Ability to edit a message. |
| Forward to Friend Link | Ability to retrieve forward-to-a-friend link. |
| Image Library Permission | Ability to view the image library. |
| Save Message As | Ability to create a copy of a message using the “Save as” function. |
| Social Network Access | Ability to insert the social network URL that allows a recipient to share the content of your link and message across their social network. |
| Web Version Message | Ability to enable or disable the web version for messages. |
| Message Editor | |
| Access Level | Controls whether the user has access to an old version of Themes for the classic version of the Message Editor. Clicking on the Themes button would result in the themes menu sliding out from the right side of the page. |
| Code View | Grants the user permissions to edit the message in Email Code view for either a template or a message. |
| Images Access Level | Controls the user's access level to the Image Editor (i.e., can the user edit images or not). |
| Modify Editor Asset Permissions | Ability to modify user permissions in the editor (e.g., allow users to create templates). |
| Plain Text Only | Restricted to only pasting plain text into a message. |
| Templates | Ability to create new messages using templates. |
| Themes | Controls what the user can do with themes in Message Editor.
|
| User Zones | Controls whether the user can create custom zones in the Message Editor.
If the permission is set to Personal, the user can create custom zones but won't be able to share them with other users. |
| Message Management | |
| Hide Messages | Ability to archive/hide messages. |
| Hide/Restore Dynamic Content | Ability to archive/hide and restore Dynamic Content. |
| Manage Message Categories | Ability to manage Message Categories. |
| Message Library | Ability to access the Message Library, including saving messages to the library. |
| Send | |
| Email Limit Rule page Access | Ability to enforce send limit rules. |
| From Address Administration | Ability to edit, create and delete predefined from addresses. |
| Manage Predefined Subject Line | Ability to manage predefined subject lines. |
| Preview Merged Message | Ability to preview a merged message from the tools tab. |
| Send Deliverability Testing | Ability to send a deliverability test. |
| Send Email to Individual | Ability to send a single message to a single recipient. |
| Send Fax to Individual | Ability to send a single fax to a single recipient. |
| Send Message to Group | Ability to send a broadcast message to a group. |
| Templates | |
| Classic Template Creation | This is a deprecated permission no longer supported in the new interface. |
| Track | |
| Add to Group | Ability to add recipients from a tracked message result (opens, clicks, etc.) to a group. |
| Change Link URLs | Ability to update a link's URL after the message has been sent. |
| Export Data | Ability to export tracking results. |
| Faxes Delivered | Ability to view details about faxes delivered. |
| Faxes Failed | Ability to view details about failed faxes. |
| Faxes Sent | Ability to view details about sent faxes. |
| FTF Campaign | Ability to view forward-to-a-friend campaign results. |
| FTF Contributor Details | Ability to view forward-to-a-friend campaign contributors (recipients who forwarded the campaign). |
| FTF Forward Details | Ability to view forward-to-a-friend details. |
| FTF Subscriber Details | Ability to view new subscribers from forward-to-a-friend campaign. |
| Link URL Details | Ability to view link tracking details such as who clicked on a particular link. |
| Reports & Dashboards | Ability to view the reports and dashboard tool |
| Resend Bounces | Ability to resend soft bounces. |
| Track Messages | Ability to track messages. |
Contacts
| Field | Description |
|---|---|
| Recipients | |
| Add Recipients | Ability to add individual recipients to the account database. |
| Advanced Search | Ability to search for recipients based on custom queries. |
| Custom Fields | Ability to create custom fields for storing recipient data |
| Delete Mappings | Ability to delete saved mappings. |
| Delete Saved Search | Ability to delete a saved search. |
| Display Add/Replace option | When the ability to choose whether to update a record is enabled in the account, this flag will designate whether a user can choose whether to update records on upload. |
| Display Update/Ignore option | If the view overwrite option is available this presents the ability to display that flag to the user. |
| Duplicate Faxes | Ability to configure whether duplicate faxes will be sent. |
| Edit Recipient | Ability to edit recipient data for individual recipients (e.g. first name, last name, etc.). |
| Enhanced Personalization Permission | Ability to view an enhanced personalization field. |
| Export Group Data | Ability to export a group’s members to a CSV file. |
| List Suppressed Recipients in a Group | Ability to view a list of all recipients who are suppressed on the manage group page. |
| Personalization Keywords | Ability to create the default text for personalization under contacts. |
| Random Selection | Ability to create a new recipient group utilizing the random selection tool under contacts. |
| Run Saved Search | Ability to create and later run a saved search |
| Upload Data | Ability to upload a CSV file of recipients to the account. |
| View History | Ability to view the history of individual recipients. |
| Groups | |
| Add/Delete Recipients | Ability to add or remove a recipient from list from the show members page. |
| Archive Group Categories | If group categories are enabled as an unsubscribe type, this grants a user the ability to archive group categories. |
| Create Group | Ability to create a new group (recipient list). |
| Delete Group |
Ability to delete the group, disassociating the recipients. NOTE: This does not delete the recipients, only their association with the deleted group. |
| Delete Members | Ability to delete recipients from database. |
| Export Search Recipient Data | Determines whether a user can export the results of a search. If unchecked, when a user attempts to export the results of a search, they will receive a warning indicating that they do not have permissions to perform the action. |
| Hide Groups | Ability to archive/hide groups. |
| Manage Group | Ability to view the manage group page that provides a group overview. |
| Rename Group | Ability to rename a group from the Contacts tab. |
| Show Members | Ability to display all recipients in a group from the Contacts tab. |
| Subscription/Suppression | |
| List of suppressed Recipients | Ability to view list of suppressed recipients. |
| Preference Pages | Ability to manage Preference Management Pages. |
| Subscription Form Groups | Ability to manage subscription page groups. |
| Subscription Form Reports | Ability to view the subscription page reports. |
| Upload Suppress Recipients List | Ability to upload a list of suppressed recipients to the Contacts List > Suppressed list page. |
Events
| Field | Description |
|---|---|
| Event Sign-up API Access | Ability to use the API functionality for events. |
| Manage Events | Ability to create and manage events. |
Surveys
| Field | Description |
|---|---|
| Creation | |
| Create Form | Ability to create a survey form. |
| Delete Form | Ability to delete a survey form. |
| Edit Form | Ability to edit a survey form. |
| Save Form As | Ability to create a copy of a survey using the “Save as” function. |
| Management | |
| Hide Forms | Ability to archive/hide surveys. |
| Track | |
| Add to Group | Ability to add one or more recipients to a group from a search result. |
| Delete Form Response | Ability to delete survey form responses. |
| Export Data | Ability to export survey results. |
| Form Tracking Home | Ability to view survey tracking. |
Classic Campaigns
| Field | Description |
|---|---|
| Campaign Tracking | Ability to view campaign tracking. |
| Create Campaign | Ability to create a campaign. |
| Create Campaign Action | Ability to create a campaign action. |
| Delete Campaign | Ability to delete a campaign. |
| Delete Campaign Action | Ability to delete a campaign action. |
| Edit Campaign | Ability to edit a campaign. |
| Edit Campaign Action | Ability to edit a campaign action. |
| SaveAs Campaign | Ability to create a copy of a campaign using the “Save as” function. |
| SaveAs Campaign Action | Ability to create a copy of a campaign action using the “Save as” function. |
Marketing Automation
Controls the user's access to the marketing automation tools:
- Full
- Read-only
- No Access
Tools
| Field | Description |
|---|---|
| Access Sub-accounts | Ability to access all of the child accounts from the parent account (the main account). NOTE: This is an "all or none" setting; child-account permissions cannot be assigned per child account. The user will not need separate usernames to access each of the child accounts. |
| Email Limit Rules | Ability to create, edit, or delete any send limit rules. |
| EnhancedLinkLabels | Ability to track link labels and create a link label report. |
| Fax Retry Algorithm | Ability to set fax-retry pattern. |
| Limit No Category by Login | Ability to see the No Category option if it is enabled in your account. Refer to Limit No Category by Login, below, to learn more. |
| LinkedInAccess | Ability to configure LinkedIn account. |
| List Data Management | Ability to de-dupe via an external tool. |
| Manage Google Analytics profile | Ability to manage Google Analytics profile. |
| Monthly Activity Reports | Ability to view and download the monthly activity reports. |
| Sub Account Usage Reports | Ability to view the account usage report in a sub account. |
| View and Cancel Jobs | Ability to view and cancel pending email jobs. |
| View/Edit Login Permissions | Ability to manage users (admin). |
Limit No Category by Login
If categories are enabled in your account, you can also enable/disable the No Category flag. This flag gives admins the ability to set whether messages and groups can be exempt from having to be assigned to a category.
While this ability has some advantages, it also presents the potential for someone to create, for example, a message and inadvertently not assign it to a category, which could compromise your account's subscription settings.
To prevent such a scenario, the Limit No Category by Login permission was added. This enables admins to hide/show the No Category option to users, based on login, and the following will result.
- If the permission is enabled for a login, that user will not be presented with the No Category option and, therefore, will be required to choose a category when creating a message or a group.
- If the permission is disabled for a login, that user will be able to create messages and groups without having to assign a category. These users should set up your transactional messages.
Set Limit No Category by Login
The Limit No Category by Login option can be set in either of two places.
NOTE: These locations are simply a "toggle" of, and should mirror, one another. The latest setting, irrespective of where it was set, will be applied to the login.
To manage the permission for one login:
- Access the Admin interface.
- Navigate to Settings > Users.
- Select a login and click Permissions.
- In the dialog, expand the Tools section.
- Check/uncheck the Limit No Category by Login box and click Save.
TIP: While in this dialog, you can manage other permissions for this user.
To manage the permission for multiple logins:
- Access the Admin interface.
- Navigate to Settings > Permissions > Limit No Category by Login.
- Locate the logins that you want to manage and check/uncheck the boxes in the Allow column (or use the Select All or Select None options in the upper right).
- Click Submit.
The update will be confirmed at the top of the page.