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 to read the list.
- The users allowed to edit list-specific additional fields and notes.
- The users allowed to add, edit, and delete list-specific phones and addresses (including setting list-specific mailing addresses).
- 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.
For Windows Client users, folder access rights determine all access to the folder. Data Change Management is not used in the Windows Client. For details about access rights in the Windows Client, see Access Rights for Folders.
See the following sections:
- Access Rights for Marketing Lists
- Data Change Management for Marketing Lists
- Configure Data Change Management for a Marketing List
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 list | 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. For details, see Security for Activities. |
| 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 |
| Add list-specific phones and addresses | Add Phones, Add Addresses, or Add Electronic Addresses |
| Edit list-specific phones and addresses | Edit Phones, Edit Addresses, or Edit Electronic Addresses |
| Delete list-specific phones and addresses | Delete Phones, Delete Addresses, or Delete Electronic Addresses |
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
- 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.
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 don’t 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 are reviewed by a data steward. These rules are typically used on contact types and not on mailing lists. You might use these rules for certain special cases – for example; suppose you have a newsletter sent by e-mail. The person managing the mailing might want to know when the e-mail addresses for people on the list are changed.
Note that changes to folder-specific phones and addresses are not managed by Data Change Management. These changes are controlled entirely by access rights on the marketing list.
When using Data Change Management, the folder access rights for notes and additional fields still apply. For more about how access rights and Data Change Management work together, see When Are Access Rights Overridden by Data Change Management?
Configure Data Change Management for a Marketing List
- In the Windows Client, select the marketing list and choose Folder > Edit Folder to display the Edit Marketing List dialog box.
- In the list of views on the left, choose Data Change Management.
- Select the Use Data Change Management check box to turn on Data Change Management.
-
Under Add / Remove Requests, select the Add Request Action and Remove Request Action. These settings determine what happens when a user attempts to add or remove a contact to the marketing list.
Option Description Accept The contact is added to the folder without creating any tickets. Review The contact is added/removed immediately, but a “Review” ticket is sent to the data steward. Submit The contact is not added/removed immediately. Instead, a ticket is sent to the data steward. Once the ticket is approved, the contact is added/removed. - 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 send tickets to the data steward, the tickets generated for this folder are sent to the user or group specified.
- 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.
- Choose OK to save your changes.