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Profile Roles

Profile roles define what a user is allowed to do with the content of individual profiles in the Emplifi Suite (view content, create and publish content, approve other users' content, like/pin content, follow profiles, and so on).

For more information about user roles and permissions in general, see User Roles and Permissions.

Profile roles and permissions in Suite modules

In a profile role, you can set up permissions for the following Suite modules or groups of modules:

  • Analytics, Dashboard, Content
    Set up whether a user can view the profile content in these three modules.
    A profile role controls visibility of the profile content in these modules altogether. Setting visibility for each module separately is not supported.

  • Community
    Set up the level of access to the profile content (view, create, and others - see further in this article) and whether a user can perform specific actions (such as like/pin content, follow profiles, and so on) in Community and Care.

  • Publisher
    Set up the level of access to the profile content (view, create, and others - see further in this article) and whether a user can see all content or only the content assigned to them in Publisher.

You can set the levels of access to profile content in Community, Care, and Publisher as follows:

  • View Only
    A user can only view profile content.

  • Create
    A user can view and create profile content/replies, but needs approval for publishing/answering.

  • Create, Publish
    A user can view, create, and publish profile content/replies without approval.

  • Create, Publish, Approve
    A user can view, create, publish, and approve profile content.

  • (Publisher only) Approve
    A user can only view and approve profile content.

Users and profile roles

A user has a profile role defined for each profile in the account (compare to the account roles where a user always has only one account role assigned; see Account Roles). Depending on business requirements and the user’s tasks in the account, the user can have the same profile role set for all the profiles in the account or can have different roles for different profiles.

When a user is being added to the account, they get assigned the default profile role. The default profile role is applied to all profiles that exist in the Suite at the moment of adding the user and will be applied to any profiles that will be added to the Suite in the future. After the user has been created, you can customize their profile roles for each existing profile.

You can change the user’s default profile role any time later (see further in this article).

Predefined profile roles

By default, the Suite provides the following predefined profile roles:

  • Page Admin
    This is the most powerful profile role. Users with the “Page Admin” profile role can:

    • Access and see all the profile content in Analytics, Dashboard, Content, and Publisher

    • Create, publish, and delete content in Publisher

    • Approve the content that other users want to publish to the profile in Publisher
      (info) To learn about setting up users, roles, approval stages, and more for custom approval workflows, see How To Set Up Approval Flows.

    • Manage the profile and its content in Community and Care (create, publish, approve, delete, and hide content, like/pin other users' content, follow other profiles on Twitter, and so on)

  • Content Creator (Does Not Need Approval)
    Users with the “Content Creators (Does Not Need Approval)” profile role can:

    • Access and see all the profile content in Analytics, Dashboard, Content, and Publisher

    • Create, publish, and delete content in Publisher

    • Manage the profile and its content in Community and Care within certain limits (like/pin and delete content, and follow other profiles on Twitter)

  • Content Creator (Needs Approval)
    Users with the “Content Creators (Needs Approval)” profile role can:

    • Access and see all the profile content in Analytics, Dashboard, Content, and Publisher

    • Create content to be published after approval (but not publish it themselves) in Publisher

    • Delete content in Community and Care

      Users with the “Content Creators (Needs Approval)” profile role cannot approve the content that other users want to publish to the profile in Publisher.

  • Customer Care
    Users with the “Customer Care” profile role can:

    • Access and see all the profile content in Analytics, Dashboard, Content, and Publisher

    • Manage the profile and its content in Community and Care within certain limits (create content, like other users' content, follow other profiles on Twitter, and ban other profiles on Facebook)

      Users with the “Customer Care” profile role cannot create, publish, approve, or delete content in Publisher.

  • Client (External User)
    Users with the “Client (External User)” can access, see, and approve the content that was assigned to them in a profile.
    They cannot create, publish, or delete content in Publisher or manage the profile and its content in Community and Care.

  • Page Viewer
    Users with the “Page Viewers” can access and see all the content in a profile.
    They cannot create, publish, approve, or delete content in Publisher or manage the profile and its content in Community and Care.

You cannot delete or modify the predefined profile roles.

If you need a profile role with a different set of permissions, create a new profile role from scratch or duplicate an existing profile role and customize permissions as you need (see further in this article).

Review a profile role

Find out what scope of permissions a profile role has.

To be able to review the profile roles, you must be an Account Admin (see Account Roles).

Steps:

  1. Go to Settings -> Roles & permissions.

  2. Click the Profile roles tab.

  3. Click the profile role that you want to review.
    The role permission panel slides out.

  4. Review the permissions the profile role has.

  5. Once done, click Cancel.

Create a new profile role from scratch

To be able to create a new profile role from scratch, you must be an Account Admin (see Account Roles).

Steps:

  1. Go to Settings -> Roles & permissions.

  2. Click the Profile roles tab.

  3. Click +Add Profile Role.
    The role permission panel slides out.

  4. Click the pencil icon next to the placeholder role name, rename the role, and press Enter.

  5. Set up the permissions that the profile role should have.

  6. Once done, click Save.
    The role is created and appears in the list of the profile roles. The new role is immediately available for assigning to users in the account.

Create a new profile role by duplicating an existing role

To be able to create a new profile role by duplicating an existing role, you must be an Account Admin (see Account Roles).

Steps:

  1. Go to Settings -> Roles & permissions.

  2. Click the Profile roles tab.

  3. Hover over the profile role that you want to duplicate, and click Duplicate.

    A new duplicate role is created and appears in the list of the profile roles.

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

  5. Click the pencil icon next to the placeholder role name, rename the role, and press Enter.

  6. Select and de-select the permissions to define the scope of permissions that the new profile role should have.

  7. Once done, click Save.
    The role is saved with the defined permissions. The new role is immediately available for assigning to users in the account.

Delete a profile role

To be able to delete a profile role, you must be an Account Admin (see Account Roles).

  • You cannot delete the predefined profile roles (“Page Admin”, “Content Creator (Does Not Need Approval)”, “Content Creator (Needs Approval)”, “Customer Care”, “Client (External User)”, and “Page Viewer”).

  • You cannot delete a profile role that is currently assigned to at least one user in the account. To be able to delete the role, first change the users' profile roles so that no user in the account has this profile role assigned.

Steps:

  1. Go to Settings -> Roles & permissions.

  2. Click the Profile roles tab.

  3. Hover over the profile role that you want to delete, and click Remove.

  4. Confirm the deletion.
    The profile role is deleted.

Change a user’s profile role

You can change a user’s profile role for a specific profile, or the default profile role that the user has, or both.

If you change the default profile role, the new default profile role will be set only for the profiles that will be added after you have set this new default profile role. Changing the default profile role does not change the profile roles set for the existing profiles.

Typically, you would want to change a profile role for an owned (private) profile.
You can also set up profile roles for public profiles. However, because public profiles are not visible in Community, Care, and Publisher, the only permissions that are going to be applied are those that control a user’s access to the Analytics, Dashboard, and Content modules. The permissions set for Community, Care, and Publisher are going to be ignored. For more information about owned and public profiles, see Add a Profile as Owned (Private) or Public.

To be able to change the profile role for another user, you must be an Account Admin (see Account Roles).

Steps:

  1. Go to Settings -> Users.

  2. Find and click the user.

  3. To change the default profile role, select the new profile role in the Default profile role for newly added profiles dropdown.

    The change is applied and automatically saved.
    (info) The new default profile role will be used only for the profiles that will be added after you have set this new default profile role. Changing the default profile role does not change the profile roles set for the existing profiles.

  4. To change the profile role for a specific profile, click the Profiles tab, find the profile, and select the new role in the dropdown for this profile.

    The change is applied and automatically saved.

Find out what profile role a user has

You can check for a user’s profile role for a specific profile, or the default profile role that the user has, or both.

To be able to find out what profile role a user has, you must be an Account User or Account Admin (see Account Roles).

Steps:

  1. Go to Settings -> Users.

  2. Find and click the user.
    The default profile role is displayed in the Default profile role for newly added profiles field.

  3. To find out the profile role for a specific profile, click the Profiles tab, and find the profile.
    The profile role is displayed in the dropdown next to the profile.

Assign multiple users a profile role for multiple profiles

If you have multiple profiles and multiple users who should have the same level of access to the content of these profiles, you can assign these users the same profile role for the profiles and do so for all those users at once.

To do so, create a user group that contains the users and profiles, and then set the profile role for some or all the users in the group. For more information about user groups, see Organize Users into User Groups.

Typically, setting a profile role through a user group is a one-time ad hoc action: you have a set of users and profiles, and you need to quickly give the users access to the content of those profiles (for example, see Take Care Effectiveness to Another Level).

A user group itself does not store, track, or provide information about what profile role each user in the user group has. In this case, a user group is just a tool that allows you to assign a profile role to multiple users at once instead of doing it one by one.
After you set a profile role via a user group, you cannot check the users' profile roles in the user group directly. You have to check it for each user user individually (see earlier in this article).

At any time later, you can change the profile role for any user in this group (see earlier in this article), and this will not be reflected or visible in the user group directly.

You can use a user group to set a profile role as many times as you need.

When using a user group for assigning multiple users a profile role, be aware of the following considerations:

  • The profile role is assigned for all profiles in the user group.
    You cannot apply the role for only some profiles in the group.
    Therefore, create a user group that contains only those profiles that you want to set the profile role for. You can create several user groups with different sets of profiles.

  • The profile role is assigned to the users and for the profiles that are included in the user group at the moment of applying the profile role.
    Adding a user/profile to the user group later will not automatically assign the profile role to the newly added user/profile. Deleting a user from this user group later will not change the user’s profile role for the profiles in the user group. Deleting a profile from this user group later will not change the users' profile role for this profile.

  • You would want to set a profile role only for owned (private) profiles.
    You can set up profile roles for public profiles. However, because public profiles are not visible in Community, Care, and Publisher, the only permissions that are going to be applied are those that control a user’s access to the Analytics, Dashboard, and Content modules. The permissions set for Community, Care, and Publisher are going to be ignored. For more information about owned and public profiles, see Add a Profile as Owned (Private) or Public.

To be able to assign a profile role to the users in a user group, you must be an Account Admin (see ​Account Roles). Any Account Admin can assign the users in a user group a profile role regardless of who initially created the user group.

Steps:

  1. Go to Settings -> User groups.

  2. Click +Add group.

    User_group_create.png

    The dialog for creating a new user group pops up.

  3. Enter the name of the user group.

  4. In the Users dropdown, select the users to add to the user group, and click Apply.

  5. In the Profiles dropdown, select the profiles to add to the user group, and click Apply.

  6. Click Add user group.
    The user group is created and appears in the list of the user groups.

  7. Click the user group that you have just created.
    The user group opens at the Users screen.

  8. Select the users who you want to assign a profile role for all the profiles in the user group.
    You can select all users or just some of them.

  9. Click Profile role that appears at the bottom of the page, and select the profile role to apply to the users for the profiles included in the user group.

    Multiple_users_profile_role.png

    You are asked to confirm the change of the profile role for the selected users.

  10. Confirm the change.
    The profile role is applied to the selected users for all the profiles included in the user group.

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