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 maintain the balance 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 MarketingHub.

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.

To open the Roles and Privileges tab,

1. Login to Zoho MarketingHub.
   

2. From the Navigation toolbar, go to Settings.
   

3. Click Roles and Privileges under User and Control.
   

Create custom role

1. Open the  Roles and privileges  under Users and Controls.
   

        

     3.  Enter the Role name and click Add.

       

      

     

  4.  Assign privileges and click  Save.

To assign a custom role,

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

          

       3. Select the role you want to assign in the Assign rol e pop up.

       4. Click  Assign.

       

To edit privileges for a custom role

1. Navigate to Settings.
   

2. Select Roles and privileges under Users and Controls.
   

           

       4.  Make the changes and click  Save.

        

          

Privileges

Zoho MarketingHub 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
  

• 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.

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  Email and Advanced Campaigns module privileges.

Email and Advanced Campaigns

Use cases

• 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.
  

Leads

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

Reports

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 subscriber details from reports, Export and Modify privileges for leads module is necessary.

Mailing Lists

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

Social Campaigns

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

< span id="KB_Editor_Container" class="KB_Editor_AlertBGclr KB_Editor_Highlights" >For instance, If you need to modify message content for an autoresponder that was created by another user you'll need the following privileges:

Workflow

Library - Images, Email Templates and Form Templates

Tab visibility

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

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 Listsmodule to create signup form from a template.

Signup Forms

*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.

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 Fieldsmodule.
To view the leads who have joined via a signup form, you need corresponding Access privilege in Leads 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.

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. 

• 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.
  

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 

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

Sender address

*Sender Address cannot be modified once added.

Custom Merge Tags

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

Campaign Themes

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

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

Tags

To associate a lead with a tag, you need to have the corresponding Access privilege for the lead in the Leads module.
To import leads from the Tags module, you need to have the Create privilege in the Leads module.
To carry out all lead0related activities in this module, you need to possess the corresponding Lead module privileges

Web Assistant

The Others Create privilege is required to create goals in another user's domain
The domain owner can also modify all the goals, even if they only have Self Modify privileges.
You need Access privileges in the Tags, Leads, and Mailing List modules to perform activities related to goals, missed goals, and purchase abandonment
You need the Access privilege in the Mailing List module to perform activities involving list selection
You need the Modify privilege in the Sign-up forms module to create a smart pop-up.

Journey

You need Access privileges in Tags to select a tag
You need Access privileges in the Mailing List module to perform activities involving list selection
You need Access privileges in the Regular Campaigns module to perform activities involving campaigns.

SMS Campaigns

Self Modify is automatically enabled along with the Create privilege.
You need the Others Modify privilege to clone a SMS campaign.
You need the Mailing list Access privilege to edit or choose your or another user's recipients.
You need the Access privilege for Custom merge tags and Custom fields to choose entities while creating an SMS campaign.