A common question that new customers ask is what privileges are needed for users to send emails via Click's Marketing Automation solution.
CRM includes a complex security hierarchy so users can customize the actions that can be performed on which records and entities. Marketing Automation has a similar security model with our own entities so customers can keep the same privileges for their users while interacting with Click records.
The Marketing Automation solution includes Security Roles (Core, User and Service) to easily give users access to Click entities, but many customers copy and then customize these roles to better fit their organization’s structure. However, customizing our roles can sometimes leave users without the ability to perform necessary functions within the application.
Goals
- Learn which CRM security privileges are needed to send Click emails
- Learn the difference between CRM's Append and Append To security privileges
Understanding Security Privileges & Email Sends
CRM contains eight privileges that users can perform on records:
To set up a Click Email, users must have the Create privilege on the Email Send entity. This gives the user access to the Email record, the editor for that Email, and all of the required fields to fill out how they want to send the email.
However, Emails also interact with other records in CRM, so it is necessary to have the proper privileges on those entities as well.
For example, when an Email Send is created, it can be associated with an Email Template record. This is known as appending one record to another and requires the appropriate application of the Append and Append To privileges on both Email Sends and Email Templates.
Append vs Append To
The similar naming conventions can make the difference between the Append and Append To privileges difficult to understand. A good way to remember them is to think of Append as “Append Me” and Append To as “Append to Me.” The record that needs the Append privilege is the one that needs to be attached to the other record (“Append Me”). The record that needs the Append To privilege is the one that needs other records attached to it (“Append to Me”).
In this example, the Email Send record is appending to the Email Template record, so it needs the Append privilege. The Email Template record needs to allow that Email Send record to become attached to it so it needs the Append To privilege.
Associating Email Templates & Email Sends
This example may seem counter-intuitive since Email Templates are brought into the Email Send record to populate the content. However, the relationship between Email Sends and Email Templates shows that each Email Send record is appended to the Email Template record (whenever a template is used).
The relationship between Email Templates and Email Sends is 1:N, meaning that each Email Send can only be associated with one Email Template, but each Email Template could be used in many Email Sends. Because of the nature of this relationship, Email Sends are appended to Email Templates.
A visual representation of this relationship can be seen in the Email Template associated view. Below is a screenshot showing an Email Template record’s Email Send associated view. Here is where you can see a list of all of the Email Send records that have been appended to an Email Template record.
Associating Email Sends with CRM Entities
This same relationship type can be viewed when an Email Send is associated with a campaign. If users need to take advantage of this functionality, they will need the Append To privilege on the campaign entity.
When you create an Email Send, you also need to attach Marketing Lists or individual Contacts or Accounts to the record so your email has recipients. You will need the Append privilege on these entities as well in order to add these records to the email so it can be sent.
But simply having the Append privilege on the Marketing List, Account and Contact entities isn’t enough. This allows those entity records to be appended to another record, but the Email Send needs to give permission to those records to be added. Users also need the Append To privilege on the Email Send entity.
Security Privilege Requirements Summary
As a review, in order to send ClickDimensions emails, users need the following privileges on the Email Send entity:
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Create – Allows access to the Email Send record, the editor for that send and all of the required fields to fill out how they want to send the email.
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Append To – Gives permission to append Marketing Lists and individual Contact or Account records to the Email Send.
- Append – Gives permission to append the Email Send to an Email Template or CRM campaign record. If users need to associate Email Sends with templates or campaigns they do not own, they will need this privilege at the business unit access level or above.
Users will also need the following privilege on Email Templates and campaigns:
- Append – Allows for appending Email Sends to Email Templates and campaigns.
Lastly, they will need the following privilege on Marketing Lists, Contacts and Accounts:
- Append To – Allows Marketing Lists, Contacts and Accounts to be appended to Email Sends.
Now users can send Click emails to their associated recipients as well as integrate Email Templates and CRM campaigns with their emails.