Messages admin permissions

In this article, we’ll describe the process for granting admin permissions within Messages.

The Messages module is available to any admin user groups that have “Composer” permissions checked off in Admin Users. You can set permissions for the overall module, individual message folders, individual mailing list folders and individual mailing lists, and individual templates.

Module permissions

To access module permissions for Messages, go to the gear icon in the top-right corner of the Dashboard. For each group, choose the level of access to each area from the dropdown menus.

  • Messages & Lists: Options are “Admin,” “View,” and “Not Allowed.” If access is “Not Allowed,” 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.
  • Important Announcement Messages: Options are “Admin” and “Not Allowed.” This setting controls whether users can send Important Announcement messages to constituents. If “Not Allowed,” the option will not be available on the Message Details screen.
  • Templates: Options are “Admin” and “Not Allowed.” If “Not Allowed,” 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.
  • Dynamic Content: Options are “Admin” and “Not Allowed.”  If “Not Allowed,” 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.
  • Find Recipient: Options are “Admin” and “Not Allowed.”  If “Not Allowed,” the Find Recipient tab will not be visible in the interface.
  • Workflow Messages: Options are “Admin” and “Not Allowed.” If “Not Allowed,” the Workflow Messages tab will not be visible in the interface.
  • Preview Merge Tags: Options are “Allowed” and “Not Allowed.” If “Not Allowed,” 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.
  • Permissions & Settings: Options are “Admin” and “Not Allowed.”  If “Not Allowed,” the Permissions gear icon will not be visible in the interface.

Messages permissions

Message permissions may be managed via folders. To access folder permissions, hover over the three-dot menu next to the folder, select Settings, then go to 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.

List permissions

List permissions can be managed at two levels: folder and individual list. 

To access folder permissions, hover over the three-dot menu next to the folder, select Settings, then go to the Permissions tab. 

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: This permission level differs based on whether it is assigned to a folder or an individual list. If managed at the folder level, users with this level of permission can see the folder, but will only see the mailing lists within the folder that they have individual list permissions for. If managed at the individual list level, users with this level of permission can see the list membership and compose a message to that list, but cannot send without approval.

Note: If permissions are granted at an individual list level, the user must also have at least “View” permissions at the list folder level in order to access the list. “View & Send,” “View, Edit & Send,” or “Admin” Folder permissions offer a default level of access for all lists within the folder. You can add 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.

Template 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.” Then select the level of access from 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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