Managing accounts overview
Managing user access to content is integral to using the Amplience platform. With our account management you have the freedom to control access for Dynamic Content users, and the actions they can perform. Using account management, administrators can set user permissions for content in your account structure, that is, your organizations, hubs and repositories.
Roles are the replacement for personas as the way of managing access to Dynamic Content. Contact Amplience support or Customer Success about migrating to roles.
Get startedLink copied!
Account management lets you set permissions for Dynamic Content users yourself, rather than making requests to Amplience support.
In account management, user access to Dynamic Content hubs and repositories is managed using:
Organizations, hubs and repositories - This is the structure in which your content is organized. With account management, you work in the context of an organization. See Account structure.
Members and teams - Users must be "members" of organizations to access content, and can be grouped into teams. See Managing members and teams.
Roles - Roles are the way of setting permissions for members and teams to access hubs, repositories and content within an organization. See Setting permissions.
We provide a standard set of roles to streamline the process of setting permissions on a per hub, per repository basis. The roles are summarized below:
- Admin - can perform all actions for an organization, hub or repository
- Developer - can perform actions that enable other users to create and manage content on a hub or repository
- Publisher - can manage editions and events to schedule content on the appropriate hubs, and publish content
- Author - can create, archive and delete content in the appropriate hubs and repositories, but not publish content
- Member - can view events, editions and content but not manage or publish anything
Roles are the replacement for personas as the way of managing access to Dynamic Content. Contact Amplience support or Customer Success about migrating to roles.
Accessing account managementLink copied!
You must have a Dynamic Content user name and password to use account management.
To access account management, first log in to the Amplience landing page, in either of the following ways:
If you use single sign-on (SSO) - log in with SSO
Alternatively, use your Dynamic Content account to log in from the Amplience login screen
From the Amplience landing page, choose 'Account Management'.
If account management features are not yet available on your account, the following message is displayed:
Non-admin users may use the Account management panel to view their permissions and those of other organization members. However, account management tasks can be performed only by users who have the organization admin role.
Account management panelLink copied!
The Account management panel is used for managing access to Dynamic Content hubs and repositories in organizations.
The organization name is shown in the top left corner. If there is more than one organization, a dropdown list lets you switch between them.
The number of members count (shown in the Members tab title) includes invited users. You can quickly find the number of active and invited members, using the Filters.
Members tabLink copied!
The Members tab lists the organization members and invited users for a chosen organization. For each member, a contextual menu shows the allowed actions depending on whether a member is active or invited and their organization role. To open the contextual menu, hover over, or select a member, then click the ellipsis (...).
From the action bar you can:
View member paneLink copied!
All members can use the view member pane to see other members' roles and teams, by clicking on the member in the list or using the contextual menu.
The roles shown in the view pane may be assigned directly to a member or inherited from a team. See Role priority for individuals and teams.
For an invited member, the pane shows their email address only.
From this pane organization administrators can open the Edit member pane.
Edit member paneLink copied!
Organization administrators use the Edit member pane to change a member's details and roles, and add them to teams. To open, click 'Edit member' from either the member list contextual menu or the view pane (shown above).
Note that the Edit member pane shows the roles assigned to a member, and whether they have been assigned directly to the member or inherited from a team. See Role priority for individuals and teams.
Use the Edit member pane to:
Teams tabLink copied!
Use the Teams tab to view and mange teams in organizations.
Teams tab contextual menuLink copied!
To see the actions you can perform for a team, hover over the team in the list. This displays an ellipsis (...), that you click to open the contextual menu.
View team paneLink copied!
All members can use the view team pane to see teams and roles, by selecting the team in the list.
From this pane you can:
- Search for team members, by name or email address
- View and find assigned roles
- Open the Edit team pane, to assign roles
Edit team paneLink copied!
Only members with the organization Admin role may edit teams.
You use the Edit team pane to edit team details, add members and assign roles. Open the pane from the Teams tab, by choosing 'Edit team' from either the team contextual menu or the view team pane (shown above).
Bulk actionsLink copied!
These account management tasks can be performed for groups of selected members:
- Creating teams
- Adding members to existing teams
- Removing members from teams
- Removing members from organizations
Bulk actions are shown on the Members tab, when one or more members are selected.
To perform bulk actions for members:Link copied!
From the Members tab, select members, either individually or using the "select all" checkbox at the top of the list. Then choose the required action.
Migrating from personas to rolesLink copied!
Migrating to roles, provides you with increased flexibility and granularity when setting user permissions for Dynamic Content users. Your Customer Success manager will contact you to inform you when your account will be updated to take advantage of Account Management. The migration process is outlined in How to migrate.
Roles are replacing personas over time. If you currently use personas to control access for Dynamic Content users, please contact your Amplience Customer Success Manager or Amplience support to discuss migrating to roles.
Benefits of migrating to rolesLink copied!
The benefits of migrating to roles include:
Flexible, granular user permissions - Administrators use roles to set permissions on a per hub, per repository basis, so users only see the content they need. In comparison, personas were set at hub level and inherited by all child repositories.
Streamlined user role allocation – Save time by assigning roles at a team level rather than individual basis.
Simplified login to hubs - With organizations as containers for hubs and repositories, users may use the same login account to access different Dynamic Content hubs belonging to other organizations, rather than having different login accounts.
Single account access to Dynamic Content and Content Hub – When used with the Assets Tab in Dynamic Content, the need for alias accounts is removed because Dynamic Content users no longer require a matching Content Hub account to upload assets.
How to migrate to rolesLink copied!
You will be migrated to using roles by your 'Amplience account team', which may include your Customer Success Manager, Amplience Support or both. The migration process is simple and outlined below.
- Amplience will identify your organization administrator, who will be the person responsible for managing user permissions in the future. You can change the organization administrator and easily add additional ones.
- Your Amplience account team can provide a template to help your administrator inform users about the change.
- The Amplience account team will:
- Set up the initial organization administrator for your environment. Remember, you can change and add organization administrators
- Migrate the persona permissions for each user to their corresponding roles
- Remove the persona permissions
- Add users to the organization (or send invites to them) to start working with their roles
- Your administrator will be able to see the invited users and their permissions in the Account Management panel. Users should continue to work as usual because the roles map closely to the old personas. See How personas map to roles.
- Validate your users have the required access and permissions.
- Users who receive an email invitation must accept it before they can access the Amplience platform. If the invitation gets lost, or isn't received for any other reason, your administrator can resend the invitation from the Account Management panel. If an invitation expires, it must be resent.
- If users require different permissions, your administrator can now directly adjust these using the Account Management panel. See Setting permissions.