Manage ZiftONE Admin Users

Overview

The Users setting allows you to quickly determine the level of administrative access for your ZiftONE Admin users, and your available user roles, and make necessary updates.

As an Administrator of ZiftONE Admin, you are able to:

  • View a list of all your ZiftONE Admin users and their assigned roles and privileges
  • Create new users and edit existing users and their roles
  • Sort (Name, Role, Username, Email Address, Updated, and Status) and filter (Role or Status) the users list
  • Manage the permissions for user roles by adding or removing access to certain areas of ZiftONE Admin

ZiftONE accommodates a variety of roles and accompanying user permissions. Read the sections below to understand our role types and manage the access permissions for each role, and learn how to create/edit a user and manage their access to ZiftONE Admin by assigning them a role. For example, a CAM might need access to the Partner Management and Success Plans areas of ZiftONE Admin, but not those areas in which you manage content or marketing campaigns.

Note: Suppliers can filter the partner data available to a user that has the CAM, Agency User, or Distributor role. When creating the user, apply a Partner Group that defines the relevant partners (for example, those partners in the CAM's allocated geographic region) to the Partner Data Restrictions field.

Before You Begin

You should have a clear understanding of what functions the user/role will perform. We recommend that you grant only the minimum necessary rights to perform the required tasks.

Intended Audience: Channel Operations Managers

Contents

Click on the + to expand the instructions for the desired task.

Default User Role Permissions

Each of the user roles has a default set of permissions, defining the areas of ZiftONE Admin that users with each role can access. These can be updated by the ZiftONE Administrator.

Note: It is not possible to rename the roles.

Role Default Permissions
Administrator Administrators have access to all of the areas of ZiftONE Admin.
Executive
  • Partner Management
  • Success Plan Tracking
  • Success Plan Strategy Administration
  • Reporting
User
  • Content Management
  • Marketing Campaigns Management
  • Social Media 
  • Leads
  • Deals & Accounts
  • Reporting
Channel Account Manager (CAM)
  • Partner Management
  • Success Plan Tracking
  • MDF Order and Transactions
  • Content Management
  • Marketing Campaigns Management
  • Social Media
  • Leads
  • Deals & Accounts
  • Reporting
CAM Director
  • Partner Management
  • Partner Group Definition
  • Onboarding Setup
  • Success Plan Tracking
  • Success Plan Strategy Administration
  • Learning Management
  • Tier Programs
  • Achievements
  • MDF Orders and Transactions
  • Content Management
  • Social Media
  • Pricebooks
  • Leads
  • Deals & Accounts
  • Reporting
Sales Operations
  • Partner Management
  • Partner Group Definition
  • Onboarding Setup
  • Success Plan Tracking
  • Success Plan Strategy Administration
  • Tier Programs
  • Achievements
  • Pricebooks
  • Leads
  • Deals & Accounts
  • Reporting
Content Manager
  • Learning Management
  • MDF Orders and Transactions
  • Portal
  • Content Management
  • Marketing Campaigns Management
  • Social Media
  • Settings > Content Management
  • Settings > Forms and Fields
Training Manager
  • Learning Management
  • Portal 
Marketing Manager
  • MDF Orders and Transactions
  • Portal
  • Library Content Management
  • Marketing Campaigns Management
  • Social Media
  • Settings > Content Management
  • Settings > Forms & Fields
  • Reporting
Portal Manager
  • MDF Orders and Transactions
  • Portal
  • Content Management
  • Marketing Campaigns Management
  • Social Media
  • Settings > Content Management
  • Settings > Forms & Fields
IT Administrator
  • Partner Management
  • Partner Group Definition
  • Onboarding Setup
  • Success Plan Tracking
  • Success Plan Strategy Administration
  • Tier Programs
  • Achievements
  • System Management (all)
  • Reporting
Integrator
  • Partner Management
  • Partner Group Definition
  • Onboarding Setup
  • Success Plan Tracking
  • Success Plan Strategy Administration
  • Tier Programs
  • Achievements
  • Settings > Integrations
  • Settings > Labs
  • Settings > Partner User Roles
Agency User
  • Partner Management
  • Partner Group Definition
  • Onboarding Setup
  • Success Plan Tracking
  • Success Plan Strategy Administration
  • Tier Programs
  • Achievements
  • MDF Orders and Transactions
  • Marketing Campaigns Management
  • Social Media
  • Settings > Partner User Roles
  • Reporting
Distributor
  • Partner Management
  • Success Plan Tracking
  • MDF Orders and Transactions
  • Content Management
  • Marketing Campaigns Management
  • Social Media
  • Leads
  • Deals & Accounts
  • Reporting

Read Only

(can't be edited)

  • Partner Management
  • Content Management
  • Marketing Campaigns Management
  • Leads
  • Deals & Accounts
  • Reporting

Reports Only

(can't be edited)

  • Reporting

Manage Role Permissions

Administrators can customize the default permissions provided to each role in ZiftONE Admin, by using the Manage Roles and Permissions view to make changes:

user_roles.png

  • Click   (top right of the ZiftONE Admin window) to open the Advanced Administration Settings.
  • Select Users.
  • Click Manage Roles.
  • In the Manage Roles and Permissions view, a grid allows you to change the permissions of each role. The rows represent the visibility areas of ZiftONE Admin. Each column is a user role. Check or uncheck the checkboxes that correspond to the desired role and visibility area to manage the permissions.

    You can manage the visibility of specific ZiftONE Admin features, which are organized into these visibility areas:

    • Partner Management - Management of partner and partner user data, partner user roles, partner user access, partner onboarding, partner groups, and partner business/success plans.
    • Partner Portal - Management of partner portals, including custom pages, terms of service, branding, and custom content translation.
    • Library Content & Partner Marketing - Management of content, including content categories, content tags, and content templates, marketing content such as collateral and campaigns, and social media.
    • Lead and Deal Management - Management of pricebooks, deals, and leads.
    • System Management - Management of  ZiftONE Admin system settings, including users, integrations, custom fields, tags, Zift Labs, and partner user roles.
    • Other - Management of reporting and some supplier-specific features (if applicable).

Add A User

This procedure allows you to add an internal ZiftONE Admin user.

  1. Click   (top right of the ZiftONE Admin window) to open the Advanced Administration Settings.
  2. Select Users.
  3. Click Create User.
  4. Provide the following information:

    Label  Type  Description 
    Email Text The email address for the new user. 
    First Name Text The given name of the user. 
    Last Name Text The family name / surname of the user.
    Role Dropdown

    Select the role which is most appropriate for the new user. Only one role can be selected.

    Click Manage Roles to learn about the available role types and their permissions in your ZiftONE Admin account.

    Partner Data Restrictions Dropdown

    [Optional] If Agency User, Channel Account Manager (CAM), or Distributor is selected in Role, you can limit the user's access to partner data by assigning certain Partner Groups. For example, you can assign a Partner Group based on a Partner Profile of Account Manager, which includes all partners who have a specified user as their Account Manager.

    You can click the Advanced link underneath the dropdown to select specific partners or create temporary partner rules. For information on using the Advanced Rules window, see Use Ad-Hoc Partner Groups.

    The user will be able to view data related to any partner belonging to any of the selected partner rules/groups. If no partner/rules groups are selected, no restrictions are applied and the user is able to see data from all partners.

    Mobile Phone Number [Optional] Mobile telephone number of the user. 
    Office Phone Number [Optional] The telephone number to reach this person at work.
    Language Dropdown [Optional] Select the user's preferred language. 
    Timezone Dropdown [Optional] Select the user’s preferred timezone.
    Country Dropdown [Optional] Select the user’s country.
    SSO User Id Dropdown

    Note: This field is available for suppliers with SSO enabled. 

    [Optional] If the user has an SSO User Id, input that information here.

    Description Dropdown

    [Optional] You can add a description to the user’s account.

  5. Click Save. This will automatically send an email to the address provided inviting the user to set a password so they can access the ZiftONE Admin environment. When they log in to ZiftONE Admin, they will see the areas for which they have permission, based on their role.

Edit a User

  1. Click   (top right of the ZiftONE Admin window) to open the Advanced Administration Settings.
  2. Select Users.
  3. Click the name of the user you wish to modify to open the User Detail screen.
    • Role - If you change this field, the permissions the user has will change. Review the permissions for each role by clicking Manage Roles.
    • Status -  Use this checkbox to control whether a user account is active or not. By default, they are marked as Active. If the switch is gray, the user is not active and will not be able to log in.
    • Resend Invite - Click this button on the top right-hand corner of the User Detail page to resend the invitation email to your selected user.
  4. Click Save.

Manage Users' Access to Home or Subsidiary ZiftONE Instances

Note

This option is available when:

  • ZiftONE Global is available in your system (this is a feature available to customers with a Platinum subscription, which allows you to have multiple, linked, instances of ZiftONE, in a home instance / subsidiary instances hierarchy. Contact your Zift CSM if you’re interested in adding it to your contract)
  • You are an Admin user
  • You are editing or creating a user

An Admin user logged into a ZiftONE subsidiary instance can only manage users for that instance. A user logged into the home instance can create users for any of the instances, and give any user a role in any instance.

  1. Click   > Settings > Users.
  2. Click on the user you want to edit, or select Create User to add a new one.
  3. In the Access section, you can:

    • View the instances to which the user already has access
    • Add access to a new instance, by selecting it from the drop down menu and clicking Add
    • Assign the user’s roles in each of the instances to which they have access

    admin_global_admin_create_user_access_all.png

For more information, see Add Users to Multiple Instances.

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