What are the different Role abilities in Mindmatrix?

What are the different Role abilities in Mindmatrix?

Info
If you are in the Channel or Enterprise level program - Roles will allow you to assign software level permissions to Users. When you assign Roles to Users or Groups, you can apply these permissions to multiple Users at one time and even revoke different levels of access. Learn about assigning Roles to User, User Groups and Organization Groups here: How do I setup a Role and Assign it to a Group?

To view, create and delete Roles, go to Setup, User Management, Roles. 




Notes
Note: this may be under a different part of your navigation bar depending on your settings and customization. Contact your Support team or Consultant for further assistance if you can’t find the selection.

The Media Tab - Role Definitions
Notes
In the “Media” tab, you can slide forward to make areas of the software visible and control what types of media, or Assets, that a User is able to see, create, and delete. 


Info
Moving the sliders will control the levels of Permissions, as well as what a User sees within their Portal. For example, sliding the Print slide to "Not Set" will take away the ability for a User to see Print assets. Moving Print to View will show the Assets, but take away Edit, Create, Delete buttons. It is recommended that most Users (if not internal or Admin) receive View and Copy levels, so as to see the original Master file shared to them but not allow that User to make edits to the Master (which would be reflected in all User accounts). 


  1. Not Set: The minimum level, this media type and section will not be shown for the User
  2. View: A User can only view this type of media, but not edit or beyond
  3. Edit: For this specific media type, a User can view and edit the master (original) file 
  4. Create: Allows the User to view, edit the master, or original file, and create this particular media type
  5. Delete: The highest level, a User can view, edit the master, or original file, create this particular media type, and delete the master, or original file for this media type
  6. Send: Enables “Send” option for assets
  7. Publish: Provide publishing privileges for an the asset to social sites from within the portal
  8. Share: Gives permission for User to share the media created to other Users
  9. Copy: Allows a User to copy an Asset. (Note: This can be used in place of Edit and Create in order to give the change for a User to make a local copy they can freely edit without changing the master file for all Users)

The System Tab - Role Definitions



  1. Not Set: This is the minimal value for slider and it means there is no permission provided for this setup item. The sub-menu will be hidden when set at this level.
  2. View: This is first level of permission. User can only view in the grid the already created records for the company.
  3. Edit: When set at this level, User can only edit existing records of the grid.
  4. Create: When set at this level, User can create new records as well as edit the created ones.
  5. Delete: This is the highest level and ser can all actions including deleting records.


The Features Tab - Role Definitions


  1. Drip: Gives permission for a User to see and use Drip Campaigns in Manage > Campaigns
  2. Auto Publishing: Gives permission to enable Social Drip and Social Listening in Manage > Campaigns
  3. Setup Menu: Displays the “Setup” tab menu when enabled. (If this is disabled then it will hide the complete “Setup” menu even if there exist permission for items within the men.)
  4. Developer API: Provides developer API. Meant for use within Mindmatrix set-up, or to use with help from your Mindmatrix team
  5. Self Serve: Turns on the self-serve Welcome screen for new Users
  6. Push to CRM: Enables option under certain functions within the portal to have a "Push to CRM" checkbox 
  7. Filter Category: Allows User to manage Filters, Categories for Filters and tags
  8. MDF Planner: Turns on MDF (Market Development Funds) for Users to request and view
  9. Summary Reports: Shows reports within a Portal
  10. Persona: Helps to distinguish the proper representation of the goals and behavior meant for a Role's Dashboard view
  11. Dashboard: Selects view for Dashboard 
  12. Dashboard Subcategory: If available, gives ability to select a subcategory for that Persona view for Dashboard 
  13. Notifications: Enables the ability to have Users turn on Notifications via email from the portal
  14. Contact Sharing: Gives the ability to enable sharing Contacts with other Users and/or User groups via Smart Lists
  15. Template Approval: Enables the “Template for Approvals” sub-menu in Setup > Asset Management
  16. CRM Add-ons: Shows “CRMs & Add Ons” menu under the Setup tab
  17. Export: Allows Users to export certain reports, and contact databases into CSV and PDF
  18. Opportunity Ownership: Turns on the ability for a User to be able to 'own' an Opportunity
  19. Import Sales Data:
  20. MDF Approver: Enabled ability to approve MDF (Market Development Funds) from Users
  21. Restrict Document Upload: Disables the ability for a User to upload their own Assets and Documents


A new checkbox, Skip Editor, has been added for Email and Print Assets in the Roles section. Enabling this option will disable the editor for both the Email Send and Asset Library pages, preventing users from editing the email or print asset before sending.

Steps to Enable the Skip Editor Setting

  1. Navigate to the Roles Section:

    1. Go to the Roles section under the settings menu.

    2. Find the relevant role for which you want to enable this setting.

  1. Activate the Skip Editor Checkbox:

    1. Scroll down to the section where you configure permissions for Email and Print Assets.

    2. Enable the Skip Editor checkbox for both Email Send and Print Assets.



How It Works: Once the Skip Editor option is enabled:

  1. Users will no longer be able to modify the content of the email or print template directly in the editor before sending it.

  2. This ensures that predefined templates remain consistent and are sent out as intended without changes.


Update to the Training Module: Print Media Permissions

There’s an update to the Print Permission section under the Roles module. This update introduces a checkbox labeled ‘Hide Display URL’ in the Print Media settings.


How It Works:

  • When the ‘Hide Display URL’ checkbox is enabled, the display URL in the print template will no longer be visible.

  • To verify this:

    1. Navigate to the following URL: #collateral/pdf.

    2. Open the media section of the print template.

    3. Observe that the display URL is hidden (refer to the screenshot below).

    4. Clicking on any print template will no longer reveal the display URL.