In this article, we’ll describe the process for granting permissions within Messages XR, which is an add-on product to the Messages module. Contact your Client Success Manager or email clientsuccess@finalsite.com to learn more about how to get started.
Define Composer rights
Before you set Messages XR permissions, create a separate admin user group in the Admin Users module for admin users who will only be using the Messages XR module. When you define admin user group rights for this group, make sure that anyone being granted Messages XR permissions has the Composer box checked.
Set permissions for the following levels within the Messages module: Global Level, Folder Level, List Level, and Template Level.
Set Global Level permissions
To set Global Level permissions for Messages XR, go to the gear icon in the top-right corner of the Dashboard.
This will open up the Messages Permissions window.
For each Admin User Group, choose the level of access from the dropdown menus.
- Not Allowed means the Messages and Lists tabs will not be visible in the interface.
- View access allows these tabs to be seen, but permissions have to be assigned to specific folders, lists and templates for these users, as detailed below.
- Admin provides full access to all messages, lists and templates.
- Not Allowed means the option to select recipients will not be visible on the Message Details screen.
- Admin level provides the highest level of access to the Recipient Selection process, including the ability to adjust other admin group permission levels except
- View & Send gives the ability to see available recipients and send to them.
- View & Send by Location works together with the Locations module. This is the same as the View & Send permission, except that it restricts the admins to only the Location groups this admin user group is allowed to send to.
- View level allows the group to see recipients but not send to them.
- Not Allowed means the option to select channels will not be available. The edit pencil will not show up next to the dropdown level selector since no channel selection needs to be made.
- Admin level allows for the ability to select from any of the channels and to adjust permission levels for any other admin groups besides one's own.
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View & Send level is unique in that it includes an edit pencil next to it. This level allows admin users to view the channels that are chosen in the Channel Selection View Permission window. Click to select and/or deselect a specific channel which you'd like this admin group to have access to be able to view and send messages on.
- Not Allowed means that Automated Messages will not appear in the Messages module.
- View provides for Automated Messages to appear in the Messages module. Users can view reports for any messages they have been given access to at the folder level. Folder permissions offer the increased ability to limit your users to a folder or multiple folders.
- Admin level adds the ability to assign permission levels to other groups or constituents.
- Not Allowed level means that the Templates tab will not be visible in the interface. Permissions for individual templates will have to be granted for these users to create and edit messages.
- Admin level provides all rights and privileges to the Templates area.
- Not Allowed level means the Dynamic Content tab will not be visible in the interface. Users will still be able to select a Dynamic Content block in the message and template editor and select an existing configuration.
- Admin level provides all rights and privileges to the Dynamic Content area.
- Not Allowed setting means that the Contacts tab will not be visible in the interface.
- Admin level provides all rights and privileges to the Contacts area.
- Not Allowed setting means that the Workflow Messages tab will not be visible in the interface.
- Admin level provides all rights and privileges to the Contacts area.
- Not Allowed setting means users will not be able to see the Preview As option at the top of the preview window to test any merge tags used in the message.
- Admin level provides all rights and privileges to the Preview Merge Tags area.
- Not Allowed means the Permissions gear icon will not be visible.
- Admin level provides all rights and privileges to the Permissions & Settings areas of the module.
Set Folder Level permissions
Message XR permissions may be managed via folders. To access folder permissions, hover over the three-dot menu next to the folder and select Settings. The Folder Settings window will open. Click on the Permissions tab.
There are three levels of message folder permissions:
- Admin: Users with this level of permissions have full access to the folder, including the ability to assign permissions to others. They also have the ability to move messages between folders.
- View, Edit: Users with this level of permission can make changes to messages in the folder, as well as create new messages in that folder.
- View: Users with this level of permission can see the messages within the folder.
Set List Level permissions
Click on the Lists tab in the Messages XR module to set access for List permissions. They can be managed at two levels:
- Folder permissions
- Individual List permissions
Folder permissions offer a default level of access for all lists within the folder. Permissions should be granted at the folder level first. Admin-level rights are necessary to create a new list within a folder. To access Folder permissions, hover over the three-dot menu next to the folder, select Settings, then go to the Permissions tab.
Individual List permissions add more security to that list; however, the list must be in a folder and the group or individual(s) with permission at the list level must also have permission for the folder the list exists within.To access permissions for an individual list, open the list and then click on the gear icon on the bottom right of the screen. Select the Permissions tab, then select the group you intend to assign permissions to.
At each level, there are four levels of permissions:
- Admin: Users with this level of permission have full access to the folder and the mailing lists within it, including the ability to assign permissions to others. Additionally, users with this level of permissions are able to create new mailing lists within the folder.
- View, Edit & Send: Users with this level of permission have the ability to add and remove subscribers from the list in addition to the ability to send a message to the list.
- View & Send: Users with this level of permission have the ability to send a message to the list.
- View: Users with this level of permission can see all folder lists, list membership and compose a message to that list, but cannot send without approval.
Important Note
You can increase permissions at the individual list level to a list within a folder to add more security to that list; however, the group or individual(s) with permission at the list level must also have permission for the folder the list exists within.
Set Template Level permissions
Template permissions are necessary for anyone who has View permission for Messages & Lists above. To access Template permissions, go to the gear icon in the bottom-right corner of the template you want to assign rights for and select the Permissions tab. Search for a specific admin user or click Select Group and choose from the groups underneath Site Administrators.
Select the level of access from the 3 options in the dropdown menu.
- Admin: Users with this level of permission have full access to the template, including locked rows, and can lock rows in the message so users with View permission cannot edit them.
- View & Edit: Users with this level of permission will be able to use the template in messages and edit it, including locked rows.
- View: Users with this level of permission will be able to use the template in messages, but will not be able to edit any locked rows.
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