Access management

Learn how to manage product profiles and permissions and how to add and manage users.

Welcome to Journey Optimizer. Today, I will show you how to manage user access. At the end of this video, you will understand how to build your access control system and the different out-of-the-box product profiles. You will also know how to manage the profile and the permissions and how to add users.
Journey Optimizer allows you to define and managed permissions assigned to different users. Permissions are sets of rights and restrictions that authorize or deny access to in-product features and capabilities. User management in Adobe Journey Optimizer is based on three concepts. The first concept is the product profile which is a set of unitary rights which allow users to access certain functionalities in the interface. The second concept is the permissions. Permissions allow you to define the authorization which is assigned to a product profile. Each permission is organized under capabilities and capabilities represent the different functionalities within the product such as journeys, segments, messages, or decision management just to name a few.
The last is the sandboxes. Sandboxes partition instances into separate isolated virtual environments.
Each concept can be managed by a product administrator who needs access to the AdminConsole.
As soon as an administrator rights have been assigned to you, you will receive an email like this one and you can start managing Adobe software and services for your organization. You can click on Get Started and you will land directly in the AdminConsole. Alternatively, of course you can navigate directly to the AdminConsole via the URL. Here you can see which products and services you have rights to administrate. You can access the different user groups and see the latest features and product news. Let’s click on Adobe Experience Platform. This is where you can manage the Journey Optimizer permissions. You will land on the first tab called Product Profiles. This is where you can find the eight out-of-the-box product profiles. Each of these profiles has a set of permissions associated to it.
Number one, the Journey Administrator can access everything within Adobe Journey Optimizer including journey creation, message creation, as well as the channel configuration and journey settings. The Journey Approver can access journeys, offers, segments, and messages. They can create, edit, delete, as well as publish them.
The Journey Manager can create any of these objects, messages, journeys, segments, but they cannot publish. The Journey Viewer can access journeys, messages, and offers as well as segments, but they cannot edit it anything. They have read-only mode.
The Message Manager can access messages only, as well as the assets for the content. Their role is to build the content of the messages for email and pushing notifications.
The Journey Data Manager will manage all the different sources of data, as well as the schemas and the datasets. The Decision Manager can manage all the offers that are created and that will be used in the different messages. The Deliverability Consultant can access channels configurations. Let’s take a closer look. You can access the permissions by clicking on the product profile and then on the Permissions tab.
You will see all available capabilities listed here. You can access the permissions that are enabled for this product profile and edit them.
So, let’s take a closer look at the permissions themselves and let’s take Journey Viewer.
Let’s view the capabilities of journeys. The Journey Viewer can only view journeys, view journey reports, journey events, data sources and actions. They cannot manage journeys, journey events, data sources or actions, and they cannot publish a journey.
You can switch between the different capabilities. So, for example, let’s go to messages.
Again, the Journey Viewer can view messages. They can view the reports of the messages for email and push, but they cannot delete or create and they definitely cannot publish messages. And of course, they cannot preview or test them either.
The Sandbox, you see the different sandboxes that have been created. On the right are the sandboxes that the Journey Viewers can access and on the left the sandboxes that they cannot access.
I’m going to show you how to add a new user to a Journey Viewer profile. I need to check if I’m in the right product profile so the Journey Viewer, and then go to the user tab and click Add User.
Type the email of the user you would like to add in or the username.
If the user is already in the system, I can select them or I can create a new user.
As soon as Save is clicked, an email will be triggered and sent out to that user informing them about their new user rights.
Now if I log in as this user, you can see that I have access to journeys, to messages, to offers, assets, and configuration. But if you remember I only have the Journey Viewers product profile assigned to me, so my access is read-only.
There is no way for me to create anything. I cannot modify any journeys. I can access the journey.
I can access the reporting and can even see the messages and the message content, but I cannot create anything as you can see.
The tool tip here is actually telling me that I don’t have the permissions to access these features and the feature permission needed is the Manage Messages. Now let’s go back to the AdminConsole. So, we’ve talked about the eight out-of-the-box product profiles, but you can create additional product profiles if required.
So, I can create a new product profile by clicking on New Profile. I can create, let’s call it a Journey Super Admin for example.
Now I just have to save my new profile. And then to configure it, I will go and search for it in the list. There it is.
And now I can manage all the permissions related to that product profile. As you can see, none of the permissions are enabled. Let’s configure the Journeys permissions as an example. I will assign all the permissions related to journeys to this profile. It is a super admin after all. Now let me go to messages. And again, I will give everything related to managing messages and the access to the channel configuration of course, And for sandboxes, I want this super admin to be able to access all the sandboxes, and then save.
Once I’m done with a product profile and setting up the permissions, I can now go back to the Users tab and I will add the previous user to the Journey Super Admin profile.
This user will now be able to access all journeys, all messages, create journeys, delete journeys, publish journeys for all sandboxes. Thank you for watching. - -