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Martin Cogburn
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    Creating Roles & Setting Permissions

    Introduction

    In order to protect the data inside your ONTRAPORT account, it’s important to have your team use their own unique login. Therefore, you create roles, limit each role’s ability to access certain parts of the system, and then add users to each role. After that, you'll set which roles report to whom.

     

    A role is not created for each employee (those are users); you want to make roles for each ‘category’ of employee such as sales rep, manager, or customer service. Then, you'll set permissions for each role.

     

    A new account starts with just one role – Administrator – who has permission to do everything in the system.

     

    How to add a role & set permissions

    1. Go to Administration > Team Roles & Permission Management

      Team roles found in Administration

    2. Click the New Role button

      New role

    3. Type in the name of your new role, i.e. sales rep, customer service rep, designer, etc.

    4. Assign a manager to the role (this must be another existing role)

    5. Go through each of the permission settings and set your preferred permissions for the role

      role permissions

    6. Click Save

     

    Restricting Login Locations

    You can restrict the login for any user in your account to one or more IP addresses using email verification. To configure this:

    1. Click your email address at the upper right of the account.
    2. Click Administration.
    3. Click on IP Address Restrictions under User Management.
    4. Select the Enable IP address restriction check box.

    Now, whenever someone tries to log into that account from a new IP address a "Restricted" notice will pop up with a button to authorize that IP address. Clicking that button will send an email to that User; responding to the email from the same IP address will validate that IP address. 

    Note this will happen the first time you try to log in after selecting the Enable IP address restriction check box.

    You can edit the allowed IP addresses by clicking your email address at the top right of the account, selecting Manage Users and editing the User.

    How to delete a role

    1. Go to Admin > Team Roles & Permission Management

    2. Select a role by checking the box to the left of it

    3. Click the Actions button

    4. Click Delete Role

    Other actions

    • Edit a role - To edit a role, click on the name of the role in the Roles collection.

    • View the role hierarchy tree - To view this, click the Role Chart button.

      role chart button

    • Create groups - To create groups based on roles and role managers, click the Manage Groups button.


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    Comments

    • Avatar
      Carlos Plaza Domenech

      Excellent!

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