Managing accounts - Overview
Managing user access to content is integral to using the Amplience platform. We provide an account management panel that gives you the freedom to control access for Dynamic Content users, and the actions they can perform. Using the account management panel, your administrators grant user permissions for content in your account structure, that is, your organizations, hubs and repositories.
Roles are provided for granting Dynamic Content user permissions with the account management panel. If you currently use personas for user permissions, please contact your Amplience Customer Success Manager or Amplience Support about migrating to roles and using the account management panel to grant permissions.
Get startedLink copied!
When you open the account management panel, you see an organization and a list of names and email addresses for the users in that organization. These users are referred to as organization members. You may also see users for which an email only is shown, these are 'invited' users who cannot yet have roles assigned. More about active and invited users.
You grant user permissions by assigning roles. We provide a standard set of roles to streamline the process of granting 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
For more information about roles, see permissions and roles.
Roles are replacing personas for granting Dynamic Content user permissions. 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.
Opening the account management panelLink copied!
You must have a Dynamic Content user name and password to access the account management panel.
To open the account management panel, 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 'Organizations' from the menu.
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 are performed only by users who have the organization admin role.
Choosing an organizationLink copied!
The name of your organization is shown at the top left of the account management panel. If there are more than one organization, select the one you require from the dropdown list.
Account management panelLink copied!
The account management panel is used for managing access to content for Dynamic Content users. It enables administrators to easily view and manage user access to hubs and repositories.
When you log in to the panel, you'll see the organization name in the top left of the screen. Also shown here is the number of members in the organization.
The number of members includes users who have been invited to the organization. You can quickly identify the numbers of active and invited members, by looking at the Account status filter.
From the top area of the screen you can:
- View the organization name, and if there's more than one organization, switch to the one you want
- Search to find members in the organization
- Change the sort order of the member list
- Use filters to refine the member list
Member listLink copied!
The member list shows organization members and invited users. Invited users are highlighted with the color gray and have 'Invited member' in place of their name.
A contextual popup menu provides quick access to performing tasks. The available menu options, depend on whether the member is active or invited and their organization role. For example, for an organization member you can edit their member access, promote them to admin and remove them from the organization.
To open the contextual menu, hover over, or select a member. The row is highlighted in pale blue and an ellipsis (...) is displayed. Click the ellipsis to open the menu, as shown below.
Assigned roles paneLink copied!
This pane gives you an 'at a glance' view of the roles that have been assigned for a member for hubs and repositories. To display this pane click on a member in the member list.
From this pane you can:
- Open the Edit member pane, to assign roles
- View and find assigned roles
If you select an invited member, the pane shows the invited member's name only.
Edit member paneLink copied!
The Edit member pane enables you to assign roles against individual hubs and repositories for an active member.
You can open this pane by choosing 'Edit member' from the following places:
From the Edit member pane you can:
- Assign roles
- Remove a member from an organization
- Search for hubs and repositories
- Filter to show either hubs or repositories
Migrating from personas to rolesLink copied!
Migrating to roles, provides you with increased flexibility and granularity when setting user permissions for Dynamic Content users. In addition, you also benefit from other account management features.
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 - Roles can be set on a per hub, per repository basis. In comparison, personas are set at hub level and inherited by all child repositories.
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.
Account management panel - The account management panel enables you to directly control user permissions, without the need to contact Amplience support. The panel is for assigning roles and cannot be used for setting personas.
Easier to add users - When you send a new user request to Amplience support, you simply need to supply user email addresses and then assign roles for hubs and repositories yourself. This is easier than with personas, where you must specify the permission required for new user requests.
How to migrate to rolesLink copied!
The migration process is simple and outlined below.
To migrate from personas to roles:
Identify who will be your administrator, as this person will be the user managing the roles of platform users in the future.
Decide on a subset of users to be migrated - we recommend between 5 and 10 users for an initial migration. This will allow those users to confirm they have the correct access after migration.
Raise a support ticket detailing who those users are and what time of day is best to perform the migration. Note, we recommend that users aren't working in Dynamic Content when this change is made.
The Amplience support team will do the following:
- Setup an administrator for your environment.
- Migrate the persona permissions for each user to their corresponding roles.
- Remove the persona permissions.
- Send invites to the users for them to start working with their roles.
Your administrator will be able to see those 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:
- Once migrated, users who don't use single sign-on to log in, must accept their invitation email before they can access the Amplience platform. If the invitation gets lost, expires or any other reason, your administrator can resend the invitation from the account management panel.
- If users require different permissions, your administrator can now directly adjust these using the account management panel. See Assigning user roles.
Repeat this process for further sets of users until all users are migrated to using roles.
