In this article, we’ll describe the process for granting permissions within the Messages communications product.
You may see options in this article that are not visible on your individual platform. Messages XR is an add-on to Messages, providing SMS, voice, and social media channels. 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 permissions, create a separate admin user group in the Admin Users module for admin users who will only be using the Messages module. When you define admin user group rights for this group, make sure that anyone being granted Messages 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, go to the gear icon in the top-right corner of the Dashboard.
This will open up the Messages Permissions window.
For each group, choose the level of access to each area 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 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 Messages Folder Level permissions
Permissions may also be managed via folders that house multiple messages. Hover over the three-dot menu next to the messages folder and select Settings. The Folder Settings window will open. Click on the Permissions tab.
There are three levels of message folder permissions:
- Admin offers all of the permissions, including the ability to assign permissions to others. It also offers full access to the folder, including the ability to move messages between folders.
- View, Edit allows users to make changes to messages in the folder, as well as create new messages in that folder.
- View means that users can see the messages within the folder.
Set List Level permissions
Click on the Lists tab in the Messages module to set access for List permissions. They can be managed at two levels: Lists Folder and Individual List Levels.
Lists 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. 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. Permissions can be configured by opening the list and clicking on the gear icon at the bottom right of the screen. Select the Permissions tab, then select the group you intend to assign permissions to.
There are four levels of permissions in both Lists Folders and Individual Lists:
- Admin level gives 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 provides the ability to add and remove subscribers from the list in addition to the ability to send a message to the list.
- View & Send allows users to send a message to the list.
- View means that users can see all folder lists, list membership, compose a message to that list, but cannot send without approval. Before their message can be sent, notifications for approval will go to admins who have send rights to that particular list. If no user has send rights to the list, then the request will go to site admins with admin rights in the Messages and Lists columns of Global permissions.
Set Template Level permissions
Template permissions are necessary for anyone who has View permission for Messages & Lists above. The various permission levels in Templates affect the user's ability to edit and delete locked rows in the message they are creating. In order to edit the template itself, Admin permissions are required at the global level.
To configure 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.
There are three levels of template permissions:
- Admin allows users to have full access the template, including locked rows. They can delete and edit locked rows in the message. Admin level can lock rows so that users with View permissions cannot edit these rows.
- View & Edit allows users to use the template and delete locked rows in the message, but not edit those locked rows.
- View means that users can use the template, but cannot edit or delete locked rows in the message.
Finalsite's Three-Step Guide to Setting Permissions
For an overview on how permissions work within the Finalsite system, read, "The Finalsite Guide to Permissions" where you can find a List of Permission Guides for each area.
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