Configuring default asset permissions
For every asset type created by a user in Eloqua, there is a default set of permissions that allow varying degrees of access to that asset for other users and user security groups. In other words, when a user creates an asset, other users may have different levels of control over that asset depending on the security group of the asset creator. System administrators can customize the default asset permissions in order to manage that access as needed. For example, when defining asset permissions for users in "Security Group X," you can enable or disable the ability for users in other groups to view, edit, delete (and in some cases, activate and archive) assets created by users Security Group X.
Defining the default permissions for any asset helps to manage the respective capabilities within a team or number of teams who create similar or shared assets. For example, you may want to give senior members full access to view, edit, or delete campaign forms that are created by newer users on a team. Conversely, new or basic users could be allowed to view, but not edit or delete forms created by senior members. Consider the responsibilities of users in your separate teams or departments, and determine if there is a need for restrictions like these when setting up your default asset permissions.
The Default Asset Permission edit page is where an administrator selects the default permissions that are applied when a user creates an asset. Default permissions are applied at the security group level, but individual users can be searched for and added to the list page.
To configure default asset permissions:
- Click Settings .
- Click Users in the Users and Security area.
- Under the Groups tab on the left panel, locate the user account you want to modify. You have three options to achieve this:
- Expand the All Groups list. If needed, click the + symbol next to a folder in order to navigate into that folder.
- Expand the My Recent Items drop-down to access a list of recently created or accessed groups available to you.
- Type the first few letters of a group name into the Quick Search field, then press Enter.
- Click the desired security group name.
Note: This is the security group to which you will assign default asset permissions. When users from this group create assets, any users outside that security group will require permissions in order to access those assets.
- Click Default Asset Permissions.
- Click Edit.
- Click an asset type to the left of the table of permissions. The currently selected asset type is indicated by black text and a subtle gray border.
Note: For each security group, asset types that appear in the Default Asset Permissions area are dependent that group's asset creation settings. For example, if a particular security group does not have "Landing Pages" selected in their Asset Creation area, then landing pages will not appear as an asset type for that group's Default Asset Permissions area.
- (Optional) Type the name of an individual user or security group into the search field, then click Add to add that user or group to the table of permissions. As you type the first few letters of the name, relevant options will appear.
- (Optional) Click Delete next to a user or security group in the table of permissions in order to remove them from the permission list. This will revoke their default access to any assets of this type that are created by members of the current security group being modified.
- Select and deselect the relevant permissions check boxes to edit the level of access a user or group will inherit.
Example: If you want a user (or users in a security group) to be able to view contact filters created by the currently selected group, but not able to delete, edit, or set any security rights those contact filters, select Contact Filters on the left list. Then, deselect check boxes in the Edit, Delete, and Security columns for that user.
- Click Save.
Default asset permissions have been set for this security group. The next step is to configure any label-based access control (if applicable) to your security groups.
Aside from the default asset permissions set by an administrator, a user will always have full control of an asset they personally create. If needed, this can be changed after the asset has been saved. If you wish for any other group or user to have rights to an asset that you have created, you can grant asset permissions for that particular file.
Example: If Jane Smith creates an email and is a member of a security group that has no default permissions set in the application, Jane is the only Eloqua user who has full control of that asset. Until Jane gives other users or groups permission to view or edit an asset, other users will not see the protected asset. Permissions can be provided via a security group or on an individual level.