By default all automation feeds are available for all Smartly users under a company. This can be somewhat controlled with user roles, but sometimes you need to control the access to individual feeds on a more granular level. This can be the case if, for example, you work with multiple parties under a single Smartly company, like many agencies do.
Automation feeds access management allows you to define which users have access to each individual Automation feed in Smartly.
When access management is enabled, only administrators and the user who created the feed in Smartly (=feed creator) can access the feed. In addition, admins and the feed creator can share access to an individual feed to one or multiple user groups. The access is defined per feed in feed settings or within the user groups.
When the access management is enabled, it’s applied wherever automation feeds are used: in automation feeds management, campaign creation, and creative editor.
Control access to an existing automation feed
In the main navigation, click Media > Automation Feeds.
For the feed you want to share access to, click the Edit mappings icon
.Expand the section 2. Access management.
Use the General access level to define whether “Everyone has access” to the feed or if it is “Restricted”.
In Add user groups to grant access, search and select the user groups that should have access to this Automation feed, when the General access level is set to “Restricted”.
Click Save Changes.
The user groups that are visible for a user in the Access management of an individual feed are:
For an admin user: All user groups in the Smartly company
Tor the user who created the feed: User groups the user has access to
To a user with access to the feed via user groups (non-admin): No user groups visible
Note
Alternatively, when editing a User Group, you can grant individual user group access to multiple Automation feeds.
Recommendations for getting started with automation feed access management
To avoid breaking the access to Automation feeds when getting started with the access management, we recommend following the below steps.
Step 1 - Set up user groups
To have access beyond admins and feed creators, you need to define user groups. Please see instructions on how to create and edit them. To manage the user groups, you must be a company admin.
We recommend defining a user group for each separate (& different) access scenario.
Step 2 - Setting up right access to user groups
Once you have the needed user groups defined, from the edit user group view, give access for a specific user group to multiple Automation feeds in bulk.
You can also control the user group access to an individual feed from the individual Automation feed’s settings. This is the recommended approach if you need to add access to an Automation feed for multiple groups. At this point, you should also set the individual feed’s “General access level” as “Restricted”, which means that only the user groups, feed creator, and admins have access to the automation feed.
Step 3 - Setting the Company default “General access level” for new Automation feeds as “Restricted”
In the main navigation, click Settings > Company > Access Control.
Set value for Automation feeds as Restricted.
This ensures that, by default, any newly created automation feed will only be accessed by admins and the user, who created the feed.
Step 4 - Ensure the “General access level” for all the feeds has been set to “Restricted”
To enforce the user group based access management for each of your Automation feeds, in the Automation feed’s settings, change the “General access level” from “Everyone has access” to “Restricted”. After this, only admins, the feed creator, and the users in the defined user groups have access to the Automation feed.
If you have a large number of existing Automation feeds and you only need their “General access level” to be changed to “Restricted”, contact Smartly support for help in editing the setting at scale.
FAQ
I want to enable a single user group to have access to multiple automation feeds. Can I do that from the user group settings?
Yes, you can control the access of a user group to multiple Automation feeds from the “Edit user group” view.
If I share access to an user via user groups, can they share the access further?
No. If a user has access to an Automation feed via user groups, they cannot share access further to other user groups. Admin users can always access all the feeds and user groups and control their access.