Web Client Security for Marketing Lists

For Web Client users, marketing lists use access rights and Data Change Management to control what users can read, add, edit, and delete for the specific list.

Access rights control the following:

  • The users allowed read the list.
  • The users allowed to edit list-specific additional fields and notes.
  • The users allowed to add, edit and delete activities regarding the list (list-specific activities).
  • Access rights can also be used to control who can add and remove contacts in the list instead of Data Change Management.

Data Change Management provides an alternative way to manage submissions and removals for the list. It can also trigger rules that submit changes to a data steward when users change contact fields such as the names and addresses. For marketing lists, Data Change Management is normally used to control how contacts are added and removed. This is useful if all users should have access to the marketing list and the marketing department wants to review the contacts added to the list.

NOTE For Windows Client users, folder access rights determine all access to the folder. Data Change Management is not used in the Windows Client.

See the following:

  • Access Rights for Marketing Lists
  • Data Change Management for Marketing Lists

Access Rights for Marketing Lists

Access rights control the information that is sourced in the folder. This means that the access rights for the list control both of the following:

  • The users who can view and edit global information for contacts that are sourced in the list. This is because access to global information depends on the folder that sources the contacts.
  • The users who can view and edit list-specific (folder-specific) information for any contacts in the list. This is because access to list-specific information always depends on the folder or list to which the information is specific.

Which Access Rights Apply to Marketing Lists in the Web Client?

If you choose to use just folder access rights for a marketing list, you can grant Web Client users the access to do the following:

To The user needs
View all the contacts on the list Read access rights
See the marketing list included in the set of lists that include a particular contact Read access rights
See folder-specific information (such as notes or additional fields) for contacts on the Read access rights
View activities regarding the list (list-specific activities)

Read access rights

Note that granting this right does not necessarily apply to all activities regarding the list. The user creating the activity can determine who is allowed to see it.
Add firm contacts to the list Link INTO access rights
Remove firm contacts from the list Delete Contacts access rights
Edit list-specific additional field values Edit Additional Fields access rights
Edit list-specific notes Edit Notes access rights
Create activities regarding the list Add Activities access rights
Edit activities regarding the list Edit Activities access rights
Delete activities regarding the list Delete Activities access rights

Which Access Rights Do Not Apply to Marketing Lists in the Web Client?

The following folder access rights for marketing lists have no effect in the Web Client because they control changes that are not available in the Web Client:

  • Add Contacts (note that this controls sourcing contacts in the folder; users cannot do this from the Web Client)
  • Link FROM this folder
  • Folder Management

The following add/edit/delete contact detail access rights also do not apply because they control editing folder-specific information that is not available in marketing lists on the Web Client:

  • Name
  • Address
  • Phones
  • Electronic Addresses
  • Related Contacts
  • Classifications

Data Change Management for Marketing Lists

Using Data Change Management on a marketing list is useful for controlling submissions and deletions for the list. For example, you could configure a marketing list to require all contacts added to the list to be reviewed by the marketing team. When a Web Client user adds a contact to the list, a “Review” ticket is sent to the Data Change Management Inbox for the marketing team.

NOTE For details about Data Change Management, see Overview of Data Change Management.

In contrast, if you choose not to use Data Change Management on a marketing list and just grant the Web Client users link into access, you do not get any notification when users add contacts to the list.

When configuring Data Change Management, you can also set up other rules to manage name, phone, and address information. For example, you can set up a rule that specifies that any changes to phone numbers for contacts on the list will be reviewed by a data steward. These rules are typically used on contact types and not on mailing lists.

When using Data Change Management, the folder access rights for notes and additional fields still apply.

Configure Data Change Management for a Marketing List

  1. Log on to the Windows Client as a user with administrator access to the marketing list.

  2. Select the marketing list and choose Folder > Edit Folder to display the Edit Marketing List dialog box.

  3. In the list of views on the left, choose Data Change Management.

  4. Select the Use Data Change Management check box to turn on Data Change Management.

  5. Under Add / Remove Requests, select the Add Request Action and Remove Request Action. These settings determine what should happen when a user attempts to add or remove a contact to the marketing list:

    Option Description
    Accept The contact will be added to the marketing list without creating any tickets.
    Review The contact will be added/removed from the marketing list immediately, but a “Review” ticket will be sent to the data steward.
    Submit The contact will not be added/removed immediately. Instead, a ticket will be sent to the data steward. Once the ticket is approved, the contact will be added/removed.

  6. Select the Owner. This identifies the Data Change Management user or group who is the data steward for this contact type. If you have chosen settings that will send tickets to the data steward, the tickets generated for this folder will be sent to the user or group specified.

  7. Under Change Management Rule Set, select the Rule Collection you want to use. This defines the rules for adding and editing data such as names, phones, addresses, etc. For details, see Configuring Rules for Data Change Management.

  8. Choose OK to save your changes.