Manage users and roles

Roles refer to a collection of users who share the same permissions and sandboxes. These roles allow you to easily manage access and permissions for different groups of users within your organization.

With the Journey Optimizer product, you have the ability to choose from a range of pre-existing Roles, each with varying levels of permissions, to assign to your users. For more information on the available Roles, refer to this page.

When a user belongs to a Role, they are granted access to the Adobe apps and services contained within the product.

If the pre-existing roles do not meet your organization’s specific needs, you can also create custom Roles to fine-tune access to certain functionalities or objects in the interface. This way, you can ensure that each user has access to only the resources and tools that they require to perform their tasks efficiently.

Assign a role

You can choose to assign an out-of-the-box or custom Role to your users.

The list of every out-of-the-box roles with assigned permissions can be found in the Built-in roles section.

To assign a Role:

1. To assign a role to a user in the Permissions product, navigate to the Roles tab and select the desired role.

   

2. From the Users tab, click Add user.

   

3. Type in your user’s name or email address or select the user fom the list and click Save.

   If the user was not previously created in the Admin Console, refer to the Add users documentation.

   

Your user should then receive an email redirecting to your instance.

For more information on users management, refer to the Access control documentation.

When accessing the instance, your user will see a specific view depending on the assigned permissions in the Role. If the user does not have the right access to a feature, the following message will appear:

You don't have permission to access this feature. Permission needed: XX.

Edit an existing role

For out-of-the-box or custom Roles, you can decide at any time to add or delete permissions.

In this example, we want to add Permissions related to the Journeys resource for users assigned to the Journey viewer Role. The users will then be able to publish journeys.

Note that if you modify an out-of-the-box or custom Role, it will impact every user assigned to this Role.

1. To assign a role to a user in the Permissions product, navigate to the Roles tab and select the desired role, here the Journey viewer Role.
   

2. From your Role dashboard, click Edit.

   

3. The Resources menu displays the list of resources that apply to the Experience Cloud - Platform powered applications product. Drag and drop resources to assign permission.

   From the Journeys resource drop-down, we choose here the Publish journey Permission.

   

4. If needed, under Included Permission Items, click the X icon next to remove permissions or resources to your role.

5. When finished, click Save.

If needed, you can also create new role with specific permissions. For more on this, refer to Create a new role.

Create a new role

Journey Optimizer allows you to create your own Roles and assign a set of permissions and sandboxes to your users. With Roles, you can authorize or deny access to certain functionalities or objects in the interface.

For more information on how to create and manage sandboxes, refer to Adobe Experience Platform documentation.

In this example, we will create a role named Journeys read-only where we will grant read-only rights to the Journey feature. Users will only be able to access and view journeys and will not be able to access other features such as ** Decision management** in Journey Optimizer.

To create our Journeys read-only Role:

1. To assign a role to a user in the Permissions product, navigate to the Roles tab and click Create role.

   

2. Add a Name and Description for your new Role. Then, click Confirm.

   

3. From the Sandbox resource drop-down, choose which sandbox(es) to assign to your Role. Learn more about sandboxes.

   

4. Select between the different resources such as Journeys, Segments or Decision management available in Journey Optimizer listed in the left-hand menu.

   Here we select the Journeys resource.

   

5. From the Journeys drop-down, select the permissions to assign to your Role.

   Here we select View journeys, View journeys report and View journeys event, data sources, actions.

   

6. When finished, click Save.

Your Role is now created and configured. You now need to assign it to users.

For more information on role creation and management, refer to the Admin Console documentation.