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 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. Standard user privileges are assigned by default and cannot be modified.

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 existing accounts, users with admin privileges will be migrated to the Admin role, while other users will have  User privileges.
  • Admin and User role privileges can be edited by both the Standard Admin and the Admin.
  • New users who join the organization will be assigned the Standard User role by default. Admin and Standard Admin can assign roles according to their requirements.

To open the Roles and Privileges tab

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

To create a custom role

  1. Open the Roles and Privileges tab.
  2. Click Add and select  Role.
  3. Enter the Role Name and click Add.
  4. Assign privileges and click Save.

To assign a custom role

  1. Open the Users tab.
  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 and select Manage Users
  2. Open the Users tab.
  3. Click Roles and Privileges tab.
  4. Select the role you want to edit in the Roles dropdown.
  5. 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 choose 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

Note

  • Only paid users can add a new role and edit the privileges of existing roles.
  • 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 necessaryEmail 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 Cases

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.

Note

  • 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 you do not want to alter the recipients, you 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 contact

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 others' 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.

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 subscribers 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.

Library - Images and Templates

Control Options

Associated Operations

SelfOthers
Create

Perform the following activities,

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

Perform the following action on current user's entities,

  • Modify folder name
  • Modify image.
  • Move images to a folder
Perform the following action on current user's entities,

 

  • Modify images
  • Modify folder name
  • Move images to a folder
Delete

Delete current user's image, folder, or templates.

Delete other user's image, folder, or templates.

Tab visibility

User cannot view Images and Template 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.

Webhooks

Control Options

Associated 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.

  Related Topics

Manage Users  

 

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