Note
This functionality is not available in Smartly by default. To get access, contact your CSM.
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 in 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 defining which users have access to each individual Automation feeds 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.
When the access management is enabled, it gets applied wherever automation feeds are used (automation feeds management, campaign creation & creative editor).
Share access to an existing automation feed
In the main navigation, click Automation Feeds.
Click Edit for the feed you want to share access to
.In section 2. Access management, click Expand.
Click the toggle to enable or disable access for each user group.
Click Save Changes.
The user groups that are visible for a user in the Access management of an individual feed are:
Admin user: All user groups in the Smartly company.
User who created the feed: User groups the user has access to
User with access to the feed via user groups (non-admin): No user groups visible
Note If you are using Automation feeds for Advertising automation, the ad account authoriser needs to have the access to the feed to avoid permissions issue on the automated updates.
Apply automation feed access management for the first time
To avoid unwanted breaking of access to Automation feeds when onboarding to the access management, we recommend following the below steps to get started.
Step 1 - Set up user groups
As a prerequisite for having access beyond admins and feed creators, user groups need to be defined. Please see instructions on how to create and edit them. To manage the user groups user must be a company admin.
We recommend defining a user group for each separate (& different) access scenarios.
Step 2 - Setting up right access to user groups
Once you have the needed user groups defined, ask your customer success manager (or Smartly support) to turn on the ability to edit user groups access in Automation feeds.
With this ability turned on update the access for each of your feeds as needed. Remember to include the ad account authoriser for feeds that are used for Advertising automation.
Note At this point the access management should not yet restrict the access to feeds.
Step 3 - Turn on the access management
Once you have defined the access in your Automation feeds as needed and everything is ready for starting to control the visibility with the access management, please ask your customer success manager (or Smartly) support to turn on the access management functionality for you.
FAQ
I want to enable single user group to have access to multiple automation feeds. Can I do that from the user group settings?
Unfortunately no. We don't have that functionality yet available, but please let us know, for example in our chat support, if you would need that kind of functionality.
How does the access management work with advertising automation?
When using Automation feeds to automatically update campaigns and ads, Smartly checks that the ad account authorizer has access to the feed. To keep the automation running, make sure that the ad account authorizer has access to the needed feeds.
If I share access to an user via user groups, can they share the access further?
No. If user has access to an Automation feeds 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 the access in them.