Admin Roles in empower®

Available from Version: 9.7

Required Permissions: Customizing Admin, IT Admin

empower^® uses the following user roles to manage admin permissions:

Admin Role	Functional Description	Permission Name on Database
Customizing Admin	Can access all sections in the empower^® Admin Center except Mails Campaigns and Mails Customizing. Can make changes to the customizing and designs via the section Customizing in the empower^® Admin Center. Can manage, edit, create and delete Corporate Design Templates in all Office applications. Can create design folders in the empower^® Library. Can exclude shapes from the Corporate Design Check in PowerPoint. Can manage, edit, create and delete agenda templates in PowerPoint. Can define a company default master template in PowerPoint and company default templates in Word and Excel. Can access and use the Template Assistant in Word. Can access the signature template management in Outlook. Can assign signature templates to companies. Can insert campaign fields into signature templates.	CustomizingAdmin
Content Admin	Can manage, edit, create and delete content in the Company Library in PowerPoint, Word and Excel.	ContentAdmin
Mails Campaign Admin	Can access the section Mails Campaigns in the empower^® Admin Center. Can manage, edit, create and delete campaigns for the company and assign campaigns to relevant user groups.	MailsCampaignAdmin
Mails Customizing Admin	Can access the section Mails Customizing in the empower^® Admin Center. Can define design settings for new e-mails.	MailsCustomizingAdmin
Signature Template Admin	Can access signature template management in Outlook. Can assign signature templates to companies. Can insert campaign fields into signature templates.	SignatureTemplateAdmin
EAV Company Admin	Can access the company management in Word and Outlook.	EavCompanyAdmin
EAV Editor Admin	Can access the EAV Editor and edit data within the editor.	EavEditorAdmin

Note

The Customizing Admins can be set via the empower^® Admin Center. All other user roles can only be set via the database.

For further information regarding the permissions in the database and how to set them, see Set Admin Permissions via the Database.

For further information regarding the empower^® Admin Center, refer to our empower^® Admin Center manual.

Note

The EAV Editor needs to be installed separately. It is not part of the empower^® Suite.

For further information, see Install Administrator Tools.

Common Use Cases for Admin Role Combinations

In the following, you can find example scenarios for the distribution of admin permissions:

Example 1
In your company, you want to separate the global admin permissions of a Customizing Admin and a Content Admin. User A should be able to access the empower^® Admin Center to edit the design and customizing settings for PowerPoint, Word and Excel. In addition, User A should be able to manage the Corporate Design Templates in all Office applications as well as signature templates and make further company-wide settings. User B should have full access to the library section Company Library in PowerPoint, Word and Excel and should therefore be able to create, edit and delete content in this section. This section is usually used to provide ready-to-use content to the entire company. The admin permission distribution for this use case would be the following: User A – Customizing Admin User B – Content Admin As User A is also responsible for Outlook signatures and the design settings for new e-mails, they should also have access to the customizing and campaign settings for Outlook as well as the company management. As User A has also fundamental technical knowledge and should be able to edit the EAV model which is used for profiles and companies in Word and Outlook, they should also be able to use the EAV Editor. The admin permission distribution for this use case would be the following: User A – Customizing Admin, Mails Customizing Admin, Mails Campaign Admin, EAV Company Admin, EAV Editor Admin User B – Content Admin

Example 1

In your company, you want to separate the global admin permissions of a Customizing Admin and a Content Admin.

User A should be able to access the empower^® Admin Center to edit the design and customizing settings for PowerPoint, Word and Excel.

In addition, User A should be able to manage the Corporate Design Templates in all Office applications as well as signature templates and make further company-wide settings.

User B should have full access to the library section Company Library in PowerPoint, Word and Excel and should therefore be able to create, edit and delete content in this section.

This section is usually used to provide ready-to-use content to the entire company.

The admin permission distribution for this use case would be the following:

User A – Customizing Admin
User B – Content Admin

As User A is also responsible for Outlook signatures and the design settings for new e-mails, they should also have access to the customizing and campaign settings for Outlook as well as the company management.

As User A has also fundamental technical knowledge and should be able to edit the EAV model which is used for profiles and companies in Word and Outlook, they should also be able to use the EAV Editor.

The admin permission distribution for this use case would be the following:

User A – Customizing Admin, Mails Customizing Admin, Mails Campaign Admin, EAV Company Admin, EAV Editor Admin
User B – Content Admin

Example 2
In your company, you want to separate the global admin permissions of a Customizing Admin and a Content Admin. User A should be able to access the empower^® Admin Center to edit the design and customizing settings for PowerPoint, Word and Excel. In addition, User A should be able to manage the Corporate Design Templates in all Office applications as well as signature templates and make further company-wide settings. User B should have full access to the library section Company Library in all Office applications and should therefore be able to create, edit and delete content in this section. This section is usually used to provide ready-to-use content to the entire company. The admin permission distribution for this use case would be the following: User A – Customizing Admin User B – Content Admin As User B is also responsible for Outlook signatures and the design settings for new e-mails, they should also have access to the customizing and campaign settings for Outlook and to the signature template and company management. As User B has also fundamental technical knowledge and should be able to edit the EAV model which is used for profiles and companies in word and Outlook, they should also be able to use the EAV Editor. The admin permission distribution for this use case would be the following: User A – Customizing Admin User B – Content Admin, Mails Customizing Admin, Mails Campaign Admin, Signature Template Admin, EAV Company Admin, EAV Editor Admin In this case, User B can only access the sections Mails Customizing and Mails Campaigns in the empower^® Admin Center. All other sections (except for Overview) are hidden (Figure 1, “Available Sections in Admin Center for User B”). Figure 1. Available Sections in Admin Center for User B As User A can access the signature template management, they can use the design settings and campaigns that have been created by User B. Both users have full access to the signature template management.

Example 2

In your company, you want to separate the global admin permissions of a Customizing Admin and a Content Admin.

User A should be able to access the empower^® Admin Center to edit the design and customizing settings for PowerPoint, Word and Excel.

In addition, User A should be able to manage the Corporate Design Templates in all Office applications as well as signature templates and make further company-wide settings.

User B should have full access to the library section Company Library in all Office applications and should therefore be able to create, edit and delete content in this section.

This section is usually used to provide ready-to-use content to the entire company.

The admin permission distribution for this use case would be the following:

User A – Customizing Admin
User B – Content Admin

As User B is also responsible for Outlook signatures and the design settings for new e-mails, they should also have access to the customizing and campaign settings for Outlook and to the signature template and company management.

As User B has also fundamental technical knowledge and should be able to edit the EAV model which is used for profiles and companies in word and Outlook, they should also be able to use the EAV Editor.

The admin permission distribution for this use case would be the following:

User A – Customizing Admin
User B – Content Admin, Mails Customizing Admin, Mails Campaign Admin, Signature Template Admin, EAV Company Admin, EAV Editor Admin

In this case, User B can only access the sections Mails Customizing and Mails Campaigns in the empower^® Admin Center. All other sections (except for Overview) are hidden (Figure 1, “Available Sections in Admin Center for User B”).

Figure 1. Available Sections in Admin Center for User B

As User A can access the signature template management, they can use the design settings and campaigns that have been created by User B.

Both users have full access to the signature template management.

Note

The separate permission Signature Template Admin is only required if the user does not already have Customizing Admin permissions.

Customizing Admins can automatically access the signature template management with its full functionality. They only require the separate permission EAV Company Admin to access the company management.

Example 3
In your company, you want one user or a group of users to have all admin permissions to be a central contact point for all colleagues. The admin permission distribution for this use case would be the following: User A/Group A: Customizing Admin, Content Admin, Mails Campaign Admin, Mails Customizing Admin, EAV Company Admin, EAV Editor Admin

Example 3

In your company, you want one user or a group of users to have all admin permissions to be a central contact point for all colleagues.

The admin permission distribution for this use case would be the following:

User A/Group A: Customizing Admin, Content Admin, Mails Campaign Admin, Mails Customizing Admin, EAV Company Admin, EAV Editor Admin

Important

The three use cases above mirror common admin permission combinations.

In general, each company can decide how they want to distribute the admin permissions within the company.

If you require another permission distribution than the ones mentioned above, contact your Onboarding Specialist or Customer Success Manager.

Changes from Version <= 9.6 to 9.7

The admin concept has been restructured from version 9.7 onwards.

The following changes apply:

Discontinuation of the role Corporate Design Admin
Introduction of new roles:
- Customizing Admin: This role takes over the tasks and permissions of the Corporate Design Admin, with a clear focus on system customization and configuration.
- Content Admin: This role is specifically responsible for managing and maintaining content. It allows for the creation, editing, and deletion of content without access to critical system settings.

The new role structure helps to provide a clearer separation of responsibilities (system customization vs. content management), increased security and clarity in terms of administrative tasks.

Note

Necessary technical changes will be applied automatically as part of the update to 9.7.

You or your IT department do not need to take any manual action.

Admin Roles in empower®

Note

Note

Common Use Cases for Admin Role Combinations

Note

Important

Changes from Version <= 9.6 to 9.7

Note

Comments