Manage system users & roles

Manage system users & roles

There are two types of users in the system: Site administrator and Account administrator. An administrator is a person who can login and perform tasks in your Delivra account. 

What is a site?

Delivra uses the term Site to describe the way our system groups accounts managed by one entity. Grouping accounts in this way allows those accounts to share common features like email rendering or shared templates, for example. A customer entity/site must have at least one designated user, called a Site administrator. This user can access all parts of the system and access to all features available on your license agreement.

What is a site administrator?

A site administrator has the highest level of permissions, or access, to your Delivra account(s). They can:

  1. Login to and manage every sub-account on the site, create and manage other administrators, as well as set permissions and roles assigned to other administrators.
  2. Access advanced reports in the Analytics dashboard like Planned Mailings, Insights, and Custom Reports (depending on license level) which allow them to view all of their scheduled and draft campaigns across all accounts on the site.
  3. Create Report Groups that span the entire site to create cross-account reporting.
  4. Save email templates to a shared repository for all sub-accounts. (depends on license and requires a Customer Template Account to be enabled.)
  5. A site administrator's permissions automatically include API access to manage contacts, categories/tags, mailings, content, and other administrators via API.
  6. Access new product features when they are released (depending on license) while other users may need their permission set updated before seeing new features.

What is an account administrator?

An account administrator, depending on what Role is assigned to them, will have limited access within the account. Account administrators are typically assigned one of the following system roles, but a Site Administrator can build custom roles for their administrators:

  1. All Access Pass: Gives access to all dashboards, with the exception to certain permissions. 
  1. Marketer: Gives access to all dashboards except Settings.
  1. Designer: Gives access to the Assets dashboard only.
  1. View User: Gives View Only rights to all dashboards except Settings.
  1. SysAdmin: Gives access to the Settings dashboard only.

Create an account administrator

If you are a site administrator, or an account administrator with permissions to edit other users, you can create, edit, or even delete administrators. Navigate to Settings > User Security > Users. 

Tip: Open images in a new browser tab for a larger view.

1.  Click the "Create User" button, top-right of page.

2.  User Type
Select the type of administrator from the User Type drop-down.

3.  Basic Info
Add basic information for the new administrator. Email, first & last name fields are required.

4.  Accounts
Assign the accounts the new user should have access to in the system. 
You may only see one account listed unless your company has multiple accounts.

Click the account or site name in the left column then use the arrow to move it to the right column.

5.  Alerts
Check off any alerts the administrator should receive in the event a mailing fails. (optional)

6.  Permissions
Assign the permission set for the new administrator by clicking the role name in the left column then use the arrow to move it to the right column.

7.  Click the "Save" button to save the new admin record & its settings.


Add existing account administrator to another account

If you know that a user already has access to one account, you can easily edit their profile to add access to other accounts. Navigate to Settings > User Security > Users.

1.  Hover over the Administrator to expose & click the "Edit" button. 

2.  Click the Accounts tab on the left menu.

3.  Select & push Account(s) between columns using the arrow left, arrow right buttons. 

4.  Click "Save". You may have to scroll to find it.



Create a site administrator

1.  Click the "Create User" button, top-right of page.

2.  User Type
Select the type of administrator from the User Type drop-down.

3.  Basic Info
Add information for the new administrator. Email, first & last name fields are required.

4.  Alerts
Check off any alerts the administrator should receive in the event a mailing fails. (optional)

5. Sites
Assign the sites the new administrator should have access to in the system. You may only see one unless your company has multiple sites.

Click the site name from the left column and use the arrows to move to the right column.

6.  Click the "Save" button to save the new administrator record & settings.


Notes on creating administrators
  1. Upon clicking Save, the new administrator will be sent an email from the system to finish setting up their login. This includes creating a password and configuring multi-factor authentication to secure their login.
  2. If you use our SMS platform, all administrators must have a mobile number saved to their administrator profile.
  3. Any administrator that need access to our API must have API permissions enabled on their user profile. Site administrators automatically have API permissions.



Administrator roles

Roles provide the ability to create specific permission sets for users. Roles apply to account administrators only. 

Site administrators, or account administrators with permissions to manage users, have the ability to create and assign roles. 
  • Use system-defined roles, or custom-defined roles.
  • Assign one or more roles to an account administrator.
  • Assign a role to multiple administrators at the same time.
System (default) roles
  1. All Access Pass: Gives access to all dashboards, with the exception to certain permissions. 
  2. Marketer: Gives access to all dashboards except Settings.
  3. Designer: Gives access to the Assets dashboard only.
  4. View User: Gives View Only rights to all dashboards except Settings.
  5. SysAdmin: Gives access to the Settings dashboard only.

Create a custom role

You can copy an existing role to create your own custom permission set. Navigate to Settings > User Security > Roles.

1.  Hover over an existing role to expose the "View" button. Click the down arrow on the View button and choose Copy from the menu.

2.  A pop-up will appear to provide a name for the new role.

3.  Check all permission boxes that you want applied to the new Role.

4. Click "Save and Exit" when finished.


Notes on roles
  1. System generated Roles (All Access Pass, Designer, Marketer, SysAdmin, and View User) cannot be edited.
  2. You can assign one or more roles to an account administrator.

Manage roles for account administrators

If you are a Site administrator, or an account administrator with permissions to edit other users, you can manage the Roles assigned to other users. Navigate to Settings > User Security > Users.

1.  Hover over the listed account administrator record to be edited & click the "Edit" button that appears.

2.  Click on the "Permissions" tab on the left.
3.  Select & push Role(s) between columns using the arrow left, arrow right buttons. 

4.  Click "Save".


Assign a role to multiple administrators

You can easily assign a system or custom Role to multiple account administrators at one time instead of editing each account administrator's record separately. Navigate to Settings > User Security > Roles.

1.  Hover over the Role to expose the "View" button.

2.  Click the down arrow on the View button and choose "Assign Users".

3.  Select & push Users between columns using the arrow left, arrow right buttons. 

4. Click "Save and Exit".



Delete an administrator

If you are a Site administrator, or an account administrator with permissions to edit other users, you can remove user access. Navigate to Settings > User Security > Users.
Hover over the Administrator to remove to expose the "Edit" button. Click the down arrow on the Edit button and choose "Delete".





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