PoliteMail Users & Groups
How to Define and Assign Users and Groups, and how Regions & Business Units Control Report and Content Sharing
PoliteMail provides role based administration with three user types, Admin, Manager and User. With our Enterprise solution, these users may also be organized into Groups (Regions and Business Units) within a simple grid system.
User type, Region and Business Unit assignments control how reports, content, and lists are made accessible to Users within the system.
Only Admin users have the ability to manage other users (assigning/re-assigning user licenses, assigning User types, Regions and/or Business Units).
Admins have access to all. Managers can access everything within their Region and/or Business Unit. Users can only access what they create, or anything shared within their Region AND Business Unit. Learn more about User types
By default, Users can only see reports for email they send (and for email addresses they can send from), can only access content and lists they create, and any content and lists shared by other users within their group. A User must explicitly share a template or list, if they want to make it available to other Users on the system.
For an open sharing configuration, where you want all PoliteMail Users to see and share each other’s reports, content (templates, graphics), and lists, then set each user to be an Admin.
Managing Users and Groups
From PoliteMail Account Settings, select the Users & Groups tab (Note: Only Admin users will have this tab available).
From this page, you may add users (assign a license), or change users (reassign a license by changing user name and email address), and organize users into Region or Business Unit Groups (Enterprise edition).
To Assign Users to Groups
You may edit the User either by double-clicking on the User record, or single-clicking to modify the Group (Region and Business Unit) selections. If editing inline, you must click off the record to save your selections.
To Add a Group (Region or Business Unit)
From PoliteMail Account Settings, select the Users & Groups tab (Note: Only Admin users will have this tab available), then click the Define Regions and Business Units link.
Region and Business Unit are the default group names, but you may redefine these. In other words, if you wanted to use Division instread of Region, or Department instead of Business Unit, simply input those new names into the field to the right of Region: and Business: and Save.
Now add a new group name:
- Select the [ Add New ] item within the list (default when list is empty)
- Type your list item into the List Item: field
- Click the Add button
When you are finished, click the Save button at the bottom right of the dialog box.
To Edit a Group Name (Region or Business Unit List Item)
- Select the list item within the list
- Edit the text of list item into the List Item: field
- Click the Update button
When you are finished, click the Save button at the bottom.
Delete a Region or Business Unit List Item
- Select the list item within the list box
- Click the Delete button
Note that any existing items assigned to the deleted category will no longer be assigned to any category. When you are finished, click the Save button at the bottom.
To Change the Region or Business Unit Labels
If you have a different organizational structure other than Region and Business Units, you may still organize your users, content and lists into groups by renaming these categories.
To change the label, simply edit the text entry to the right of Region: or Business: with your own organizational category name (e.g. Division or Department), then click the Save button. Now, within the rest of the system, these categories will be labeled with the new names you just assigned.