EMMA gives you the ability to enable three different roles for managing and configuring your communication campaigns.
First, you must be a user with the administrator role in your EMMA account. If you are not yet an administrator, check the instructions on basic user roles in this article.
¶ Enables and assigns pre-validation roles
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Log in to EMMA and go to App Preferences.
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Scroll down to the Security section and enable the approval of communication campaigns.
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Create a new user or edit an existing one. You can check this guide to learn how to create and edit users.
- The roles for campaign pre-validation are: Author, Manager, and Analyst. Select one of them and click "Save User."
¶ Types of pre-validation roles
¶ Important
Users with the admin role will not be affected by the limitations specific to campaign pre-validation roles. Therefore, these users can edit any campaign, regardless of its state, and modify any aspect of its configuration.
¶ Author users
They are responsible for generating the content of communication campaigns: name, description, images, planning, etc. The only step they cannot configure is the selection of the target audience, as at this point, they can only select a previously saved Test Segment with users for testing.
Identifying the Test Segment is very easy, as it will always be named in the following way: "[TEST] Segment Name." If you don’t know how to create a Test Segment, here is a guide where you can see how to do it.
This user will by default see the campaigns assigned to themselves and can only edit the campaigns they own (those assigned to them), as well as pause campaigns that are in "testing" or "to validate" status. Additionally, this user will also have permissions to modify the owner and responsible fields of a campaign.
Once all steps are completed, the Author user can send the campaign to the following states:
- Draft: The campaign is saved as a draft and will not be shown to any device. The Author can edit this campaign later.
- Test Message: The campaign is displayed only to the devices that meet the criteria of the selected segment as a TEST SEGMENT and will continue to do so until a user with the Manager role approves the campaign.
- To Validate: The campaign will not be displayed to any device until a user with the Manager role approves the campaign.
¶ Manager users
They are responsible for approving the campaigns that Author users have sent to the "To Validate" state. Once the campaign configuration has been reviewed, the Manager must validate it by moving it to the Approved state. If a campaign does not have the appropriate configuration, the Manager user can edit that configuration before marking it as Approved.
Additionally, users with the Manager role have full permissions to create and edit campaigns in any state and have no limitations when it comes to adding and modifying the TARGET. They can also modify the owner and responsible user of any campaign.
Therefore, this user will have four possible options in the final step of creating or reviewing a campaign:
- Draft: The campaign is saved as a draft and will not be shown to any device. The Manager can edit this campaign later.
- Test Message: The campaign is displayed only to the devices in the TEST SEGMENT and will continue to do so until a user with the Manager role approves the campaign.
- Approve Message: If the campaign was created by the Author user, the Manager can approve it after reviewing that the configuration is correct. In this case, the campaign will remain in the Approved state, pending that an Analyst role enters the final target for its publication.
- Send Message: The Manager user can publish the campaign directly by clicking the Send Message button, regardless of which user created the campaign. This means that the Manager can bypass the campaign pre-validation flow if they deem it necessary to launch the campaign to the final audience.
¶ Analyst users
They are responsible for setting the TARGET and launching (executing) the campaign. The main function of these users will be to activate those campaigns that are already in the Approved state, that is, those that have been previously validated by a Manager. They will also be able to edit the target in campaigns in the "Active," "Ready," "Scheduled," and "Approved" states. In this way, if a problem is detected in the target, it can be modified without needing to restart the entire flow.
Regardless of the campaign's state, the only step they will be able to edit will be number 3 Objective, where they can load a previously saved segment or create a new segment from scratch.
Once the campaign's target audience has been loaded, these users will be able to publish the campaign by clicking the Send Message button. These campaigns will move to the Ready state (in the case of an Automated campaign for rules or Automated campaign for routes) or Scheduled/Active (in the case of a Classic campaign).
These users will receive a real-time email with the campaigns in the "Approved" state, as long as they have been created in an application to which this user has access.
This type of user has limited access to EMMA, being able to access only the Behavior and Communication sections.
¶ Important
If campaign approval roles are active, you should know that if the roles of all users with access to your app are not modified, a translation of these will be made. In this case, the old Client role will have the same permissions as an Author user, and an Agency user will have the permissions of a Manager user. In the case of the Provider role, no translation to a new role will be made, and it will continue to maintain its usual permissions.
¶ Owner and responsible users
In addition to the roles explained above, users can also be the owner and responsible for a campaign. Both the owner and the responsible user of a campaign will receive email notifications only for the campaign(s) they are assigned to.
Below, you can see more details about each type of assignment and when they receive an email with campaign information.
¶ "Owner" users
Any user can be assigned as the owner of the campaign, regardless of their assigned role. However, by default, the owner will be the user who creates the campaign.
This user will receive an email every time any modification is made to the campaign, whether it’s changing its name, validating it, updating the target, pausing it, or publishing it. No matter the change, the owner will receive an email with the campaign details and its current status.
¶ "Responsible" users
Users assigned as responsible for the campaign can only be users with the Manager role and are assigned at the time of campaign creation. One or more Managers can be assigned as responsible for the same campaign.
These users will receive an email with all the campaign information whenever a campaign is in the "To Validate" status—that is, when a campaign is pending validation—as well as when a campaign they have validated has been published.
¶ Assign owner and responsible users
Any user can be an owner, regardless of their assigned role (whether Analyst, Author, or Manager), but only a user with the Manager role can be assigned as responsible for a campaign.
To assign an owner and a responsible user for a campaign, this must be done either during the campaign creation process or by editing an existing campaign. Keep in mind that the owner will, by default, be the user who creates the campaign, although this can be modified later.
To select a responsible user, this is done in the first step of campaign creation, Properties.
Once the campaign has been created, the responsible user can be modified through the campaign editing process. If you need to change the owner, this can be done either from the campaign editing screen or from the campaign summary screen via the context menu. Simply click the "Assign" button.
Both Author and Manager users have permission to modify the owner and responsible user assignments.
Then, a pop-up will open to select the new owner, and you will just need to confirm the change for the new owner to be assigned to the campaign.
¶ Campaigns summary
On the campaign summary screen, there will be a filter at the top with a default option for each user (My messages or All messages). This filter will help users either display only the campaigns assigned to them or show all campaigns.
For Author and Manager users, the default selection will be My messages. For Analyst users, the default selection will be All messages.
On this screen, the campaign summary table will also display the Owner and Responsible columns. These columns will allow users to easily identify the campaign owner and the responsible user(s).
¶ History of changes
In the History option, all changes made to the campaign are recorded. This includes changes in status, modifications to the target, creativity, or message, as well as the user who made the change and the date it was made.
The History option is only available from the contextual menu of each campaign.
Once this option is selected, a screen will open where we can view the log of all changes made to the campaign in question.
If any changes have been made to the campaign content, we will be able to see them with detailed information about the modifications.
¶ Summary of actions
Below are the different actions that each type of role can perform:
| Author | Manager | Analyst | |
|---|---|---|---|
| Campaign creation | ✅ | ✅ | ❌ |
| Campaign configuration | ✅ | ✅ | ❌ |
| Target audience selection | ❌ | ✅ | ✅ |
| Campaign scheduling | ✅ | ✅ | ❌ |
| Campaign publication | ❌ | ✅ | ✅ |
| Send to "Testing" state | ✅ | ✅ | ❌ |
| Send to "To validate" state | ✅ | ✅ | ❌ |
| Send to "Approved" state | ❌ | ✅ | ❌ |
| Assign owner and responsible person | ✅ | ✅ | ❌ |
| Clone campaigns | ✅ | ✅ | ❌ |
| Pause campaigns | ✅ | ✅ | ✅ |
| Delete campaigns | ✅ | ✅ | ❌ |
| Access to EMMA Behavior | ✅ | ✅ | ✅ |
| Access to other EMMA features | ✅ | ✅ | ❌ |