Manage Roles and Privileges

Roles and Privileges

When there are multiple users in your organization, it is essential to be attentive about data access. We try to make it as easy as possible for you to tread the line between easily sharing data between team members, yet maintaining strong protections for sensitive data.

In this guide, we'll take you through each different role, how to add new roles, and how to customize the privilege settings for each role.

Roles

Before we dive into privileges and related settings, let's take a look at the various roles that exist in Zoho Campaigns.

Standard admin

This role refers to the organization's administrator.A standard admin has access to entities created by all users. A standard admin can assign privileges for custom roles within the organization.Standard admin privileges are static and cannot be modified.

Standard user

This role refers to standard user(s) in an organization. A standard admin has access to entities created by all users. Standard user privileges are assigned by default and cannot be modified.

What is the difference between the User and Standard User roles?

For accounts added before December 12, 2017, users will be assigned the User role. In the updated roles and privileges, this role was renamed Standard User. The main difference between these roles is that the User role is customizable but Standard User role is not.

Custom roles

Administrators can create custom roles and set privileges based on each role's needs. It can be helpful to assign more specific privileges to certain team members.

Note

  • For accounts created before December 12, 2017; users with Admin privileges will be migrated to the Admin role, while others will be migrated to User role.
  • Admin and User role can be edited by both Standard Admin and Admin roles.
  • New users who join the organization after the above-mentioned date can be assigned to Standard Admin or Standard User, or Custom roles.
  • Organizations created after the above-mentioned date will have Standard Admin and Standard User roles by default and they can create Custom roles according to their requirement.

Use cases

1. How many custom roles can I add to my account?

There are no restrictions on the number of custom roles that can be created. However, if you want to add more than five users in an organization, you will need to contact support@zohocampaigns.com.

2. Patricia is the Standard Admin for the Zykler Campaigns account. She is not able to remove herself from the organization. Why is this?

A user with administrator privileges cannot remove themselves from the organization unless there is at least one another user with administrator privileges. Patricia can change the role of one of the users to Admin or Standard Admin and then remove herself from the organization.

3. I am not able to change my role from Standard Admin to Admin. What should I do?

You cannot change your role once you are a Standard Admin. You can ask any other Admin or Standard Admin on your team to change your role.
For accounts added before December 12, 2017, users with admin privilege are assigned the Admin role. The Admin role, per an older version of privilege allocation, does not have all privileges. The Admin role is customizable.
The Standard Admin role has complete privileges throughout the entire product. It is one of the default roles in the new version of roles and privileges. A user can switch their role from Admin to Standard Admin but cannot switch from Standard Admin to Admin.

4. I am a user and am not able to view or access the Library tab. Should I contact support to get access?

You may need to contact your organization's Standard Admin or Admin and request access. If you do not know who to contact, navigate to Settings and open the Users tab to find the email address of your organization Standard Admin or Admin.

5. As the Manager of Zylker, I decided to upgrade our subscription plan with Zoho Campaigns. I found I am not able to upgrade. What should I do?

You may be a User or Standard User in your organization in Zoho Campaigns. Ask the Admin or Standard Admin to set you as a Standard Admin and then try to upgrade your subscription.

To open the Roles and Privileges tab

  1. Login to Zoho Campaigns.
  2. From the Navigation toolbar, go to Settings.
  3. Click the Roles and Privileges under Users and Control.

Create custom role

  1. Open the Roles and Privileges under Users and Control.

  2. Click Add and select Role.
  3. Enter the Role Name and click Add.

  4. Assign privileges and click Save.

Use case

I am the Standard Admin for the Zylker Campaigns 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.

To assign a custom role

  1. Choose the Manage Users option under Users and Control in the Settings drop-down.

  2. Click on the Assign Role link next to the username.

  3. Select the role you want to assign in the Change Role pop up.
  4. Click Assign.

To edit privileges for a custom role

  1. Navigate to Settings.
  2. Open the Roles and Privileges under Users and Control.

  3. Select the role you want to edit in the Roles drop down.
  4. Make the changes and click Save.

     

Privileges

Zoho Campaigns provides two levels of data access privileges: Self and Others. 'Self' privileges indicate access to any data item created by the owner, while 'Others' privileges indicate access to data created by other users.

Control Options

  • There are five control options to define which operations can be performed by users in a module.
  • These functions are  create, modify, delete, access and, export. The functionalities of these options vary with different modules of Campaigns.
  • Access is the master control option which controls the direct access from module or cross-module access to data in that organization. By default, this setting will be enabled if user chooses create, modify or delete.
  • Tab visibility is a special control option. Disabling the tab visibility of a module implies that the user will not be able to view that module in the product
  • For any module, when you enable Others Export privilege then the following privileges of that module is enabled by default,
    • Self Export privilege
    • Tab Visibility

    For instance,
    1. You enable Export privilege(Others) of Reports module,
    2. Export (Self ), and Tab Visibility privileges are enabled for Reports module.

Note

  • Only paid subscription users can add a new role and edit the privileges of existing roles. This does not include if a user has opted for the pay-as-you-go plan.
  • To access data that belongs to a different module, the user must have the access privileges for that particular module. For example, if a user wants to choose a mailing list during the campaign creation they need Mailing List module access privileges in addition to the necessary Regular and Advanced Campaigns module privileges.

Regular and Advanced Campaigns

Control Options

Associated Operations

SelfOthers
Create

Create the following entities,

  • Email Campaign
  • Add content
  • Clone campaigns created by all users.
-
Modify

To perform following actions on current user's entities,

  • Edit a campaign
  • Edit content
  • Edit recipients
  • Send/schedule a campaign
To perform the following actions on other users' entities,
  • Edit a campaign
  • Edit content
  • Edit recipients
  • Send/schedule a campaign
Delete

Delete campaign or campaign content that belong to current user.

Delete campaign or campaign content that belong to other user.

Export

Perform the following actions on current user's campaigns,

  • Print preview of campaign content
  • Download campaign content as PDF
Perform the following actions on other users' campaigns,
  • Print preview of campaign content
  • Download campaign content as PDF

Use Case

  • 1.If you want a user to send an email campaign, It is not necessary to grant them sender address privileges, as long as that user has modify and access privileges for the associated email campaign.
  • If the user has more than one sender address, then the most frequently used email address is set as sender address.

2. If a user needs to send a campaign created by other user but doesn't have access to that mailing list, there are a couple of options:

  • If the campaign is going to a single mailing list for which the user doesn't have access, they can choose revoke and proceed and choose user's mailing list.
  • If the user doesn't want to alter the recipients, they can choose to skip and proceed and send the campaign to already chosen list.

Contacts

Control Options

Associated Operations

SelfOthers
Create

Perform the following activites,

  • Add contacts
  • Import contacts.
  • Add a new sync
-
Modify

Perform the following actions on current user's entities,

  • Modify contacts
  • Move contacts to do-not-mail list.
  • Mass update contacts.
  • Reactivate contacts

Perform the following actions on other user's entities,

  • Modify contacts
  • Move contacts to do-not-mail list.
  • Mass update contacts.
Delete

Delete contacts added by current user.

Delete contacts added by other user.
ExportExport contacts added by current user.Export contacts added by other users.

Use Case

If a user has all Self privileges enabled, when they try perform any action on all contacts, the action will only be performed on contacts that have been added by that user.

Reports

Control Options

Associated Operations

SelfOthers
Export

Perform the following actions on current user's entities,

  • Print campaign reports.
  • Download reports as PDF.
  • Download reports as HTML.

Perform the following actions on current users' entities,

  • Print campaign reports.
  • Download reports as PDF.
  • Download reports as HTML.

Note

  • Print Campaign Preview and Download Campaign as PDF commands require Export privileges of Email Campaigns module.
  • Create Chain Campaign requires Create privilege of Email Campaigns module.
  • To export contact details from reports, Export and Modify privileges for contacts module is necessary.

Mailing Lists

Control Options

Associated Operations

SelfOthers
Create

Create a mailing list at different places across Zoho Campaigns.

-
Modify

Perform the following actions on entities created by the current user,

  • Edit mailing list name.
  • Create, edit and delete segments.

Perform the following actions on entities created by other user,

  • Edit mailing list name.
  • Create, edit and delete segments.
Delete

Delete mailing list.

Delete mailing list.

Note

  • If the user does not have contacts modification privileges (Others) in contacts module, then those contacts will not be removed from the organization.

Social Campaigns

Control Options

Associated Operations

SelfOthers
Create

Create a Post Campaign.

-
Modify

Edit the following entities for a Post campaign created by current user,

  • Name
  • Content

Edit the following entities for a Post campaign created by other users,

  • Name
  • Content
Delete

Delete post campaigns that belong to current user.

Delete post campaigns that belong to other users.

Note

  • Account integrations between Campaigns and your social media accounts are independent from access privileges in the Social Campaigns tab.
  • There are no privilege restrictions for actions related to page campaigns.

Autoresponders

Control Options

Associated Operations

SelfOthers
Create

Create the following entities,

  • Autoresponder
  • New message
  • Autoresponder clone
  • Draft autoresponder content configuration.
-
Modify

Perform following operations on current user's entities,

  • Enable / disable autoresponder
  • Pause / restart message
  • Message Configuration
  • Edit message content.
  • Edit autoresponders
  • Edit recipient

Modify the following operations on other users'' entities:

  • Enable/disable autoresponder
  • Pause/restart message
  • Message configuration
  • Edit message content
  • Edit autoresponders
  • Edit recipient
Delete

Delete the following entities of current user,

  • Autoresponder
  • Message
  • Content
Delete the following entities of other user,
  • Autoresponder
  • Message
  • Content

Use Case

For instance, If you need to modify message content for an autoresponder that was created by another user you'll need the following privileges:

  • Create privilege for the Autoresponder module.
  • Modify privilege (Others) for Autoresponder module.

Workflow

Control Options

Associated Operations

SelfOthers
Create

Create the following entities,

  • Workflow
  • Workflow clone
  • New content
  • Add content
-
Modify

Perform following operations on current user's entities,

  • Add contact to list
  • Remove contact from list
  • Edit workflow actions
  • Pause / activate/ freeze/ shutdown workflow

Modify following operations on other users' entities,

  • Add contact to list
  • Remove contact from list
  • Edit workflow actions
  • Pause / activate/ freeze/ shutdown workflow
Delete

Delete workflow created by current user.

Delete a workflow created by other users.

Signup Forms

Control OptionsAssociated Operations
SelfOthers
Create

Perform the following activities,

  • Create signup form.
  • Clone signup form.
-
Modify*

Perform the following activities on your entity,

  • Edit signup form name.
  • Edit signup form layout.
  • Edit signup form response.

Perform the following activities on other users' entity,

  • Edit signup form name.
  • Edit signup form layout.
  • Edit signup form response.
Delete

Delete signup forms that belong to current user.

Delete signup forms that belong to other users.

*To edit a signup form which is associated with a mailing list, you need Modify privilege of that mailing List in the Mailing Lists module.

Note

  • If you enable Create privilege in Signup Forms module, then Self Edit privilege is also enabled along with it by default, whereas the reverse does not happen.
  • If you want to add a new tracking field under Reports tab of Signup Forms, you need Create privilege of Custom Fields module.
  • To view the contacts who have joined via a signup form, you need corresponding Access privilege in contacts module.
  • To change/associate mailing lists with a signup form, you need Modify privilege for the corresponding mailing lists in the Mailing Lists module.
  • If you want to save a form template to the Library, then you need Access privilege of Library module.
  • To view the Signup forms associated with a workflow, you need to have the corresponding Access privileges of the signup forms in Signup Forms module.

Library - Images, Email Templates and Form Templates

Control Options

Associated Operations

SelfOthers
Create

Perform the following activities,

  • Add a new folder.
  • Upload images
  • Import images
  • Create email template
  • Create signup form template
  • Save to library
  • Clone email/signup form template
-
Modify

Perform the following action on current user's entities,

  • Modify folder name
  • Modify image.
  • Move images to a folder
  • Modify signup form templates
  • Modify email templates
Perform the following action on other user's entities,
  • Modify images
  • Modify folder name
  • Move images to a folder
  • Modify signup form templates
  • Modify email templates
Delete

Delete current user's image, folder, email template or signup form template.

Delete other user's images, folder and email/signup form templates.

Tab visibility

User cannot view Images, Email Templates and Form Templates sub tabs sub tabs in Library if tab visibility is revoked.

Note

  • Image name cannot be modified after importing or uploading.
  • Other users' HTML and Templates of cannot be modified.
  • You need Create privilege of Signup Forms module and Modify privilege of the corresponding mailing list in Mailing Lists module to create signup form from a template.

Settings tab

There are many options available under the Settings tab. The impact of control options will differ depending on the selected options.

Custom Fields

Control Options

Associated Operations

SelfOthers
Create

Perform the following activities,

  • Create custom field
  • Importing contacts from third party applications.
-
Modify

Modify a custom field.

-
Delete

Delete a custom field.

-

Note

  • Users cannot modify or delete custom fields added by other users.

Sender address

Control Options

Associated Operations

SelfOthers
Create

Perform the following activities,

  • Add sender address
-
Delete

Delete sender address.

-

Note

  • Sender Address cannot be modified once added.

Custom Merge Tags

Control Options

Associated Operations

SelfOthers
Create

Create merge tags.

-
Modify

Modify merge tags.

-
Delete

Delete merge tags.

-

Note

  • Users cannot modify or delete merge tags added by other users.

Campaign Themes

Control Options

Associated Operations

SelfOthers
Create

Perform the following activities,

  • Create theme
  • Clone theme
-
Modify

Modify current user's theme

-
Delete

Delete a theme.

-

Note

  • Access Privilege for both 'Self' and 'Others' will be enabled by default and this setting cannot be disabled.
  • Users cannot modify or delete themes added by other users.

Webhooks

Control OptionsAssociated Operations
SelfOthers
Create

Create webhooks.

-
ModifyEdit webhooks created by current user.Edit webhooks created by other users.
Delete

Delete webhooks created by current user.

Delete webhooks created by other users.

Note

  • To modify a webhook, the user must have Mailing List modification privileges in addition to the Webhooks modification privileges.

Use cases

I am trying to create a signup form using a form template. I am not able to perform this action due to insufficient privilege. What privileges do I need?

To perform the above action, you need to enable these three privileges,

  • Access privilege of Library module,
  • Create privilege of Signup Forms module,
  • Modify privileges of mailing lists that are to be associated in Mailing Lists tab.

I want to un associate a signup form in my mailing list. What privileges will I need?

You need to have the Modify privilege of that mailing list in the Mailing Lists module. This privilege is enough to carry out the above action.
On the contrary, to associate a signup form to your mailing list, you need the following privileges,

  • Modify privilege of that signup form(Self or Others) in Signup Forms module.
  • Modify privilege of that mailing list (Self or Others) in the Mailing Lists module.

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