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What are the different user roles?

PathFactory provides default user roles as well as the ability to add your own custom user roles and set the permissions. Default roles include Reporter, Author and Admin.

This article explains what each of these default user roles are able to do in the platform as well as how to create custom user roles.

Default roles

Default roles are available out of the box with PathFactory and cannot be edited or deleted. They are a good starting point to use when assigning roles to users if you are just getting up and running and are not yet sure of the specific permissions your team may need.

Reporter

When a Reporter logs in they will be directed to the Content Library Insights page.

Reporters have access to:

  • Change your password and access our knowledge base directly from within the app
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  • View all analytics pages within your organization’s instance of PathFactory, based on the subscription type(s) you have
  • Download data in CSV files

All analytics pages

Author

When an Author logs in they are directed to the Content Library page.

Admin and Author roles have access to configuring the Goals tab.

Within Content Intelligence if you have Website Tools (based on the subscription type(s) your organization has), then you also have access to the Content Library, where you can configure collections and run analyses. 

You also have create, edit, and delete access to content strategy.

Authors have all of the same capabilities as a Reporter, as well as access to:

  • Create, edit and delete access to Website Tools (based on the subscription type for the given organization)
  • Create, edit and delete content within the Content Library
  • Create, edit and delete all experience types within the Standard Experiences (formerly Campaign Tools) module and events within the VEX module, based on the subscription type(s) you have.
  • All platform settings (General, User Experience and Data Configuration) as well as Standard Experiences and Virtual Event settings, based on the subscription type(s) you have.

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Notes

Authors can access the content tag configuration page to view all existing tags, but it will be in view-only mode and they will not have the option to create new tags or edit existing ones.

Authors can access the Track Labels configuration page under Standard Experiences to view all existing labels, but it will be in view-only mode and they will not have the option to create new labels or edit existing ones.

 

Admin

When an Admin logs in they are directed to the Content Library page.

Admins have all of the same capabilities as a Reporter and an Author, as well as the ability to create, edit and delete within the content tags and track labels lists.

Admin and Author roles have access to configuring the Goals tab.

Within Content Intelligence if you have Website Tools (based on the subscription type(s) your organization has), then you also have access to the Content Library, where you can configure collections and run analyses. 

Admins also have access to our Administrative Controls, which includes Organization Settings and User Management.

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These settings are nested within your logon menu

 

If you are an Admin on your organization’s account, you can access these areas by clicking on the drop down option underneath your username in the top right corner.

User management

This area allows you to create, edit and delete custom roles as well as add and manage users. Scroll down to our Custom Roles section of this article to learn more about creating custom role types and visit our separate article on how to add new users.

Within User Management, Admins have flexibility to control the type and level of access they provide to various users in their organization. This is especially beneficial when the organization is performing training, as the Admin can grant access based on the level of training that’s been provided, and also when the organization wants to provide a different level of access to different business units. 

Organization settings

Define general organization settings such as: 

  • Connecting PathFactory to your Google Analytics
  • Adding a fallback URL for your Content Tracks
Note
Any broken links to your Content Tracks will redirect to this URL.

 

Ensure you enter a full URL, including either http:// or https://

  • Adding a sharing domain URL
  • Adding root domain external code(s)
  • Forcing HTTPS links for all Content Tracks (contact support@pathfactory.com to update this)
  • Enabling or disabling the #all Recommend Content Track which pulls together all content automatically from the Content Library
  • Set whether user passwords will expire every 90 days
  • Showing or hiding the public content asset titles, approximate cost for content and Smart Topics.
Note
Users will still be able to add estimated cost to content assets; turning off estimated cost only prevents the cost from showing in the Content Library Summary.

Define analytics details such as:

Configure other areas including:

  • Your Marketing Automation Platform (MAP) account credentials and behavior
Note
The name of the MAP tab will depend upon which MAP you use.
Note
API configurations are only available to those who have purchased the PathFactory API add-on. Contact your CSM, or click here for more information on API keys.
Note
Setting your search engine directive defaults will not retroactively apply the state you defined to your existing tracks, Microsites, Explore pages or virtual events. Only new experience types will have this default applied moving forward. If you set a default, you will still be able to change this at an individual track, microsite, Explore page or virtual event level.

Roles for PathFactory for Revenue Intelligence

You may set specific permissions for users accessing Buying Signals and Content Sharing within PathFactory for Revenue Intelligence (PFfRI). You may allow viewing for Buying Signals and creating for Content Sharing, or leave all of the permissions blank, to prevent that user from all access.

To access this feature:

  1. On the top right of the menu bar, click the Gear icon, and then click User Management
  2. On the screen that appears, select the User Roles tab. 
  3. Click Revenue Intelligence, and on the Product Permissions tab on the right-side panel, you see Buying Signals.
  4. Click the right arrow to expand the Buying Signals menu, and there you can see the check boxes for permissions. 

Notable features:

  • By default, Account Buying Signals and Content Sharing are not selected.
  • If the user doesn’t have PFfRI permission, there aren’t any options to view Buying Signals or create Content Sharing. These options are not accessible.
  • Users with this role type have access to the Email Provider menu item in the username drop down, but no other role types see this menu item.
  • Only users with this role type applied may see the PathFactory embedded views in Salesforce.

When the Revenue Intelligence feature toggle is turned OFF

  • No Revenue Intelligence Role type displays in the User Roles menu.
  • The Share Content button does not display on the individual account pages under Account Buying Signals.

Other custom roles

In addition to default roles, as an Administrator you can add your own custom roles to the user roles list by setting permissions and permission types at the folder level. This puts the autonomy in your hands and is especially beneficial when your organization is performing training and you want to grant access based on the level of training that’s been provided, and when you want to provide a custom level of access to various business units. All of this allows for PathFactory roles to better suit your team’s structure and specific needs.

To set up permissions for a single user, follow these instructions.

  1. Click on your login name on the top right of the screen. From the dropdown menu, select User Management
  2. On the screen that appears, select the User Roles tab. Here you can select a user and set their roles.
  3. To add a new user role, click the +Add User Role button on the the top right.


You can then define the name of your custom user role as well as whether you want to clone this new role from an existing one in the list, or set it up from scratch.

Screen capture of the Add User Role dialog box

Once the role is added you’ll be able to select which Product Permissions you want available for this role, along with Platform Settings, Analytics Permissions, and Administrative Controls. Click Save when you are finished with your selections.

View-only user role

You can leverage custom roles to create a view-only role.

View-only permissions are available across the entire platform, allowing you to further enhance your governance practices. Give your marketing or sales team members access to see what content is available or review settings for your various experiences without allowing them to create, edit, or delete anything. This lets you increase visibility around elements such as content attributes, form strategies, appearance configurations, and more while still ensuring version control.

To apply view-only permissions, edit or create a custom role. For each area of the platform for which you want to allow view-only access, check View.

Updated on November 18, 2022

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