Providing Access for Salesforce Marketing Cloud Users

By Chester Bullock, Mark Pollard

As Salesforce Marketing Cloud evolved from a simple email application to a sophisticated online marketing platform, the scope of user permissions grew. Here, the focus is on configuring access to Email Studio and its related tools. However, you can configure your user accounts to control whether the user has access to almost every individual feature in the Marketing Cloud app.

For a user in an Enterprise 2.0 account to access Email Studio, you must assign a role that has permission to do so. Users in non-Enterprise 2.0 accounts automatically have access to Email Studio.

The role of roles in Enterprise 2.0

Roles make it easier to deal with so many permissions. When you create a role, you define the permissions associated with that role. When you assign one or more roles to a user, you grant all the associated permissions at once.

Marketing Cloud delivers some predefined roles that you can customize or use as-is instead of creating your own.

user roles Salesforce Marketing Cloud
A user with only the Content Creator role can’t access much.

The predefined roles follow:

  • Administrator: Manages all functions in the account and has permission to create, edit, delete, or share anything in your account structure.
  • Content Creator: Sets up content but does not access subscriber information or tracking. This role can’t send emails.
  • Data Manager: Maintains subscriber records and account data structure through lists and data extensions. Can also use the data import and export features.
  • Analyst: Views and interacts with tracking and results from email sends.
  • Marketing Cloud Administrator: Assigns Marketing Cloud roles to other users and manages the Mobile, Social, and web Studios, Marketing Cloud Apps, and Marketing Cloud tools.
  • Marketing Cloud Viewer: Views activity and results in Marketing Cloud.
  • Marketing Cloud Channel Manager: Creates and executes campaigns and administers Social and Mobile Studios.
  • Marketing Cloud Security Administrator: Manages security settings and monitors user activity and alerts.
  • Marketing Cloud Content Editor/Publisher: Creates and delivers content through Mobile and web Studios.

Assigning roles

You must assign roles to all Enterprise 2.0 Marketing Cloud user accounts. Simply follow these steps:

  1. From the Users screen, select the check box next to the user’s name and click Manage Roles.

    The Manage Roles screen appears.

  2. Select Edit Roles, and then select the check boxes next to the applicable Email Studio permissions and Marketing Cloud roles.
  3. Click Save.

Overriding role permissions

This section is relevant for Enterprise 2.0 Marketing Cloud accounts. Once you assign a role to a user, you can edit the permissions for that specific user without changing the entire role.

Salesforce Marketing Cloud user permissions
Defining permissions for an individual user is the utmost in access customization.

To override the role permissions for a single user, follow these steps:

  1. From the Users screen, select the check box next to the user’s name and click the Manage Roles button in the toolbar.

    The Manage Roles screen appears.

  2. Select Edit Permissions.
    A list of all apps appears, with a + next to each one to expand the numerous permissions.
  3. Click the + next to the app whose permissions you want to override, and then select the area of the app related to the permissions you want to override.
    For example, to give a user access to view emails in the Email app, click + next to Email, then + next to Content, then + next to Email. Then select the Allow check box next to View.
  4. Click the Allow or Deny check box for each permission you want to override.
    If you leave the check boxes blank, the permission from the role decides whether the user has access. Deny will trump any other choices made, in the case of overlaps.
  5. Click Save.

Finding the permissions you want to override is a bit like peeling an onion, but it does provide you with an extraordinary level of access control. The downside of hundreds of permission choices is that this screen is overwhelming. Fortunately, you can select the check boxes at the section level to enable or disable all the permissions in a particular section.

Creating or editing a role

This section is relevant to Enterprise 2.0 Marketing Cloud accounts. If the predefined roles delivered with your Marketing Cloud account just aren’t working for you, you can edit them or create your own using the following steps:

  1. From the administration screen, select Roles from the navigation tree on the left.
    The Roles screen appears.
  2. To create a role, click Create and enter a name for the role. To edit a role, click the role you want to edit.
    The role appears.
  3. Select the Allow or Deny check boxes next to each Marketing Cloud app you want to assign.
    You can also drill down to specific areas within the apps by clicking the + next to the heading. Use the Expand All link to quickly see all possible permissions.
  4. Click Save.