This article explains the team permissions system in Communicate Journey. It covers the five levels of access (Owners, Editors, Runners, Approvers, and Viewers), detailing their specific capabilities. The article also guides users through inviting team members, editing permissions, removing team members, and the process of leaving or returning to a team. It emphasizes the importance of having at least one Owner per team and explains the restrictions and notifications associated with changing Owner status.
Introduction
The Team section of a Communicate Journey is where permissions can be delegated to team members to run a campaign.
Email domains/specific addresses are set up in the User Policies table controlled by Site Administrators. Once the necessary email domains have been set up in the User Policies table, teams can be set up for each Communicate Journey.
Note
If you are unable to add an email, you may need to contact your CXI Site Administrator to have that specific email address or email domain added.
Each team will have its own set of Owner(s), Editors, Approvers, Runners, and Viewers. Teams are assigned to collaborate on a Communicate Journey within CXI. Users can be assigned to more than one team but each team will need to be set up separately.
Note
Users that are not assigned to a team, will not have access to that specific team.
Team Permissions
There are five levels of access, known as permissions, that users can be assigned to for each Communicate Journey:
- Owners
- Editors
- Runners
- Approvers
- Viewers
These permissions allow specific users to do specific tasks within the platform. This helps assign users to what they are responsible for.
This chart is an overview of what each level of access can do:
Owners
An Owner has the most expansive set of abilities within the team. An Owner has control over the team table and can add/remove other team members and edit their permissions. An Owner can also create blank Communicate Journeys, archive existing Communicate Journeys, and duplicate existing Communicate Journeys. Reach out to your Tivian CSM for more information.
Note
If your company is small and trusted, you can keep it simple by making everyone involved an Owner, thereby providing each user with full access.
Who should be an Owner? Someone who oversees the overall communication strategy and is in charge of delegating permissions to team members for collaboration.
The following three permission types (Editor, Runner, and Approver) can be assigned individually or combined, depending on a team member’s need:
Editors
An Editor creates and edits Communicate Journey messages, uploads and publishes content, and creates content headers, polls, and ratings. Unlike an Owner, they are not allowed to administer audiences.
Who should be an Editor? Someone who is helping the Owner to write/edit the campaign messages, upload and publish content, and configure interactivity (Call to Action buttons, content headers, polls, and ratings).
Runners
A Runner coordinates the campaign’s start date and manages existing audiences in a Communicate Journey.
Note
In a recurring Communicate Journey, a Runner cannot create/edit audiences.
Who should be a Runner? Someone who needs to ensure dates and audiences are correct and that messages are sent.
Approvers
An Approver can view everything with the added ability to approve automated messages in the Campaign timeline. This permission type only exists for Communicate Journeys.
Who should be an Approver? Someone who is in charge of approving the campaign emails and text messages.
Tip: Tivian recommends that Editors also have Approver permissions, in order to approve the messages they create and edit.
Viewers
A Viewer can only see the messages and content without taking any actions. This permission type is the most restrictive.
Who should be a Viewer? Someone who is involved with and aware of the communication strategy but does not need to take any actions to build or deliver the campaign experience. For example, an executive.
Inviting users into a team
Owners are the only permission type that can invite users to a team.
- In the Account Dashboard, go to the Team section of the Communicate Journey you want to invite someone to.
2. Click the plus button at the top right of the Team Access table.
3. Enter the email address of the team member receiving the invitation. Then click Next.
4. Select which permission type(s) they will be assigned to, then click Add.
5. The new team member’s row will show as pending until they accept the email invite.
Note: If the invitee does not respond or does not receive the email invite, click Resend Invite.
6. Once the team member has accepted the invitation, you will receive an email notification.
Missing Permissions
Remember that the team member’s email domain must already be listed under the User Policies in Administration for them to be able to access the team. Otherwise, you will receive the following pop-up.
If you invite someone whose email domain is limited in the User Policy table, they will only be able to be assigned to those set permissions. Reach out to your Site Administrator if you need the policies adjusted for an email domain or specific email address.
Editing existing team members
Non-Owners
Depending on the policies set for an email domain, an Owner can add team members and edit team members’ permissions by clicking on the pencil icon in the row of their email. If you are a Non-Owner, you cannot edit your own permissions, you must have an Owner change your permissions.
Owners
If you are an Owner, you can edit your own permissions, including removing yourself as an owner. To do this, there must be another Owner assigned to that team.
One owner
If that team does not have another Owner, and then a warning will show:
Once you have assigned a new Owner for that team and you try to edit your permissions again, you will receive the following final warning:
Previous Owners
If you want to become an Owner for that team again, an existing Owner for that team will need to assign you to the Owner permission again. If you want to have your permissions changed in general, an Owner must do that for you as you will no longer have the ability to edit your own permissions.
As mentioned previously, the following three permission types can be assigned individually or combined, depending on a team member’s need: Editor, Runner, and Approver.
Note
Adding or removing an owner from a team will send an email notification to all other owners in that team.
Removing team members
To remove a team member, follow these steps.
- Click the trash icon next to their name.
2. Click the Leave button. If you click Stay the team member will stay as is.
Note
When you remove a team member, they are only removed from that specific team. If they are part of other teams, they will remain on those teams unless actively removed.
Leaving and Returning
Non-Owners
If you remove yourself from a team or are removed from a team by an Owner, you can always be re-invited to the team by an Owner. If you receive an invitation from an Owner again, you will not have to create an account. You will just need to sign in with your email and password that you had previously set up. To leave a team, follow these steps.
- If you want to leave a team, go to the Teams section of the Communicate Journey.
- Click the trash icon next to your name.
3. You will receive a pop-up warning notifying you that you will lose access to this specific Communicate Journey.
4. Click Leave to be removed from the team. If you click Stay, you will remain a part of the team.
Leaving a team
Owners
If you are the only Owner for a team, then you will need to assign another team member to Owner before editing your own permissions or leaving the team. If you attempt to remove yourself as Owner you will receive the following warning:
Once someone else has been made an Owner (only applicable if that team only has one Owner) then you can remove yourself as an Owner but you will receive a final warning:
The new Owner will receive an email notifying them of their Owner permissions.
To remain an Owner click Stay, to the right of your name. If you still want to remove yourself as an Owner, click Leave.
Note: If you want to become an Owner for that specific team again, a current Owner will need to invite you and assign you to Owner. You will click the link in the invite, log in with your email and password, and be taken to the team.
Owners can also remove other Owners in the same way you would remove a Non-Owner. There is not a warning when you remove another team member as an Owner. When you remove another Owner you and that previous Owner will receive an email notification that they have been removed.
FAQ
Can I change the logos and colors for the audience view of the Content Experience?
Only assigned Site Administrators can edit the logo and brand colors for the account. Owners and other team users cannot access the Administration section if they are not assigned as Site Administrators.
What if I don’t see all of the permissions I expect to see?
If you can’t do something you’re trying to do, contact Support, as you most likely don’t have access.
Do I have to log out and sign back in if my permissions have been changed, to see the difference?
No. You can just refresh the page if you are already logged in and you will have those permissions.