On the Settings > Roles page you can manage the roles that you can assign to users within this environment.
Create a Role
Step 1: Click on your name at the top right of your screen. Then click on 'roles'.
Step 2: Then click on 'Create new role' at the top right and enter the desired name of the role.
In the field with e-mail addresses and mobile phone numbers you optionally enter the data of the users of this role. If there is a common e-mail address for all these users, you can use that instead of the personal e-mail addresses.
If a message in the environment is assigned to this role, an email and an SMS will be sent to these email addresses and mobile numbers. Pay attention! The role name cannot be changed after saving the new role.
Step 3: Check the options per section to indicate which features this role is allowed to use.
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IP Address Whitelisting
To grant access to users only from a specific location (e.g., only from the workplace), add an IP address under 'IP Address Whitelisting.' Note! If your colleagues work remotely, it's necessary to add the IP address of their home location. -
Managing Roles
Click the blue button 'Create New Role' to add a role to the environment. Provide the role with a name. -
General Settings
- Specify whether the role can 'participate in the chat,' found at the bottom right of the screen in dark blue. Additionally, indicate whether the role can delete notifications. Notifications appear at the top right under the bell icon, notifying about assigned messages or re-linking social media accounts.
- OBI Engage provides the option to shorten URL links (or bit.ly) in various places. Activate this by selecting the third checkbox 'Show Link Shortener in Main Menu.'
- With the 'Access to All User Settings' option, you get three extra pages under settings, showing which roles have access to which reports, who can view which Webcare profiles, and who made changes per search query.
- Finally, with the 'Login to Mobile App' right, you grant a role access to use the OBI4wan app to handle webcare messages 'on the go.' You can find this app in the Play Store or the Apple Store.
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Webcare
Under Webcare, specify for each functionality whether a role can work with it. For example, a role may respond, retweet, and assign messages to others but may not manage webcare profiles. This means they cannot create new profiles or adjust the settings of existing profiles in Webcare. -
Reports
If you only want to give a role access to view reports, check only 'Access to Reports.' If you want to fully grant access to create and modify reports, check all rights. You can uncheck 'Delete Reports' to prevent accidental deletion of a report. -
Account Statistics
There is one right for account statistics. A user can either view or not view these statistics. When this right is enabled, a user can navigate to 'Accounts' in the white menu bar, to the right of reports. Account statistics include the number of posted and received messages, impressions on Facebook posts, and the reach of Twitter posts, etc. -
CRM
The CRM is where you can add and view information about contacts. Here, you can easily merge and view data and conversations from the same customer that occurred on different platforms. You can specify whether users of this role only get access, whether they can add (social media) accounts to contacts in CRM, and possibly also delete them. -
Publishing
The rights under Publishing indicate what a role can or cannot do when publishing messages or adjusting messages via the calendar. From the Publishing section, you post messages on linked social media accounts (Facebook, Twitter, Instagram, and LinkedIn). In addition to general settings, you can also give the right permissions for each section. Under the 'Calendar' section, you can check the rights for the role going to Publish > Calendar. For 'New Message - Screen,' it concerns the rights at Publish > New Message. The rights for 'Content Library' apply if you want to easily reuse previously published content. -
Search
The right 'Set and adjust filters during search' indicates that you can expand the filter bar when doing a quick search (magnifying glass at the top right) and use these filters. By using the filters in the filter bar, you can search more precisely. The filters in the filter bar include sentiment, source type, case owner, tags, webcare status, and groups. The right 'Set Alerts for Searches' indicates that you see a bell next to the search query via Settings > Searches, allowing you to set an alert for each search query. You receive an alert via email or SMS. An example of an alert is that you receive a notification for each new incoming message. -
Settings
Under 'Settings,' you indicate whether a role has rights to access the environment settings. All settings are visible to the administrator when hovering over your name in the top right with the mouse. Not all settings have the same consequences. If you give a role rights to access Sources, they can manually add Facebook pages. If you give a role rights to access Users, they can add new users to the environment or remove existing users from the environment. This has many more consequences than adding a Facebook page.
Adjusting Roles
Navigate to Settings > Roles to view the list of all roles in the environment.
Click on the pencil icon next to the role's name to open it. Check or uncheck the permissions you want to modify and click 'Save' at the bottom.
Note! Users working with this role need to log out and log in again to see the changes.
Removing Roles
Go to Settings > Roles to delete a role by clicking the trash can icon next to it.
If you see a small icon with an arrow behind the role, it means there are still users with this role. Click on the icon to open a dropdown with all users.