Migrate from the Old Insight Access Solution to the New One

This article is intended only for the customers who are migrating from the old insight access solution to the new one.

If you have any question, please contact your Customer Success Manager.

We are changing the way how to restrict users from accessing data on private profile insights.

To smoothly migrate your account from the old insight access solution (based on account roles) to the new one (based on profile roles, see Restrict Users from Accessing Private Insights of a Profile), a few things have to be done. We need you to complete some steps, and then we do the rest.

How the migration works

Here is how the migration process works (each step will be explained in detail further in the article):

1. You review the current access restrictions.

2. You create new profile roles that restrict access to private insights.

3. You contact Emplifi.

4. Emplifi assigns the new profile roles to the users.

5. You confirm that your account can be migrated to the new solution.

6. Emplifi enables the new solution in your account.

Let’s now look at each step in detail.

1. You review the current access restrictions

Emplifi sends you a spreadsheet that lists all the profiles with restricted access to their private insights and the users restricted from accessing the insights.

The spreadsheet is sent to the email that you use to log in to your Emplifi account.

Review the spreadsheet to make sure the current restrictions are still relevant. Make any changes, as needed.

It may happen that the current setup is valid, and you do not need to make any changes. Or, you may discover that some profiles do not have to be restricted any longer and some other profiles need to be restricted, and you may want to restrict more people from accessing some profiles.

Steps:

1. Check what profiles are restricted and what users cannot access their insights.
   The following questions may help you assess the current setup:

   • For the profiles with restricted access to insights:

     • Should they remain restricted?

     • Are there more profiles for which you want to restrict access to insights?

   • For the users who are restricted from accessing insights of these profiles:

     • Should the users remain restricted?

     • Should they get restricted from accessing insights of some other profiles?

     • Are there any other users that need to be restricted from accessing the profiles?

2. Check that the default profile role assigned to each user is correct.
   For more information about profile roles in general and the default profile roles, see Profile Roles.

2. You create new profile roles that restrict access to private insights

You are now going to create new profile roles that give no access to private insights.

You are going to create a new profile role for each unique default profile role in the spreadsheet.

We recommend that, instead of creating new profile roles from scratch, you use the default profile roles that are currently assigned to the users as a base for creating new profile roles. The following steps describe the recommended approach of creating a new profile role based on an existing one.

Steps:

1. Go to Settings -> Roles & permissions.

   

2. Click the Profile roles tab.

   

3. Locate one of default profile roles from the spreadsheet.

4. Hover over the profile role, and click Duplicate.

   

   A new duplicate role is created and appears in the list of the profile roles.
   The new role gets the same name as the original profile role plus the - copy suffix. For example, if you duplicated the profile role “Content Creator (Needs Approval)”, the new profile role will be titled “Content Creator (Needs Approval) - copy”.

5. Click the newly created role.
   The role permission panel slides out.

6. Click the pencil icon next to the role name, rename the role, and press Enter.
   We recommend the new role name indicate that it restricts access to private insights.

   

   The profile role is renamed.

7. De-select the permission “Give access to private insights“ under “Unified Analytics, Dashboard, Content”.

   

8. (Optional) If needed, select and de-select the other permissions to define the scope of permissions that the new profile role should have.

9. Once done, click Save.
   The role permission panel closes.
   The role is saved.

10. Repeat Steps 3-9 for the remaining default profile roles in the spreadsheet.

Once you have created all the new profile roles needed, go back to the spreadsheet, add a new column, and fill it in with the new profile role for each user.

3. You contact Emplifi

Contact your Customer Success Manager and send them the updated spreadsheet. Ask any question that you may have.

4. Emplifi assigns the new profile roles to the users

Based on the spreadsheet that you sent to your Customer Success Manager, Emplifi assigns the specified users the new profile roles for each profile with restricted insights.

At this point, the old solution is still in place. Whatever changes being made, including assigning the new profile roles to the users, will not take effect until you confirm that your account can be migrated to the new solution and until Emplifi actually enables the new solution in your account.

5. You confirm that your account can be migrated to the new solution

Once Emplifi has completed assigning the new profile roles, your Customer Success Manager contacts you and asks for review and confirmation.

Check that the profile roles are assigned according to the spreadsheet. After you check that everything is correct, contact your Customer Success Manager and confirm that your account can be migrated to the new solution.

6. Emplifi enables the new solution in your account

Emplifi switches your account to the new solution.

The old solution is no longer in place. Access to private insight data is now controlled by the new solution (by the profile roles). The users are restricted from accessing private insights according to the spreadsheet.