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 

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 

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 Assign  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

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

Use Case 

1. 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.
   
2. 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 

Associated Operations

Self

Others

Perform the following activities,

• 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.

Export

  Export contacts added by current user.

Export contacts added by other users.

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

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

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

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

Workflow

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

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

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

Sender address 

Note: Sender Address cannot be modified once added. 

Custom Merge Tags 

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

Campaign Themes

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

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

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

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