Managing sharing permissions for a resource is essential to ensure the security and confidentiality of your data. Whether it is a campaign, a list, a template, a form or otherwise, it is important to control who can access it and what actions they can perform. In this section of the help center, we will explain in detail how to manage sharing permissions for each type of resource in the Sarbacane Suite applications. Before going into detail, it is crucial to understand how to access a resource’s sharing options. That is where everything begins.
How to access a resource’s sharing options?
The first thing to know is that sharing management for a resource is done for each individual resource. There are no sharing settings that apply to all resources.
Here are, for each application, the resources for which you can manage sharing:
Sarbacane Campaigns: email campaigns, SMS campaigns and automated campaigns
Sarbacane Contacts: standard contact lists, synchronized lists, unsubscribe lists and the NPAI list
Sarbacane Forms: forms
Sarbacane Pages: landing pages
This sharing management is performed from the “Manage sharing” option available via the contextual menu of the resource in question.
A window then opens so that you can configure who can access this resource.
Depending on whether your role is User, Administrator or Owner, and depending on the permissions that have been granted to you, you will be able (or not) to configure the sharing of a resource, whether or not you are its creator.
Users
By default, a user has access to all resources (campaigns, lists, templates, forms, etc.) of the group to which he or she belongs.
When a user creates a new resource, he or she shares it with all users in the group to which he or she belongs. The user cannot restrict access to this resource for another user in the same group. The user cannot modify the section Who has access to this [resource]? because it is not visible to them.
However, a user may share his or her campaign with another group than their own if (and only if) the right to share with other groups has been granted by the owner or by an administrator of the account. This right can be assigned via the configuration of their permissions, accessible from their user record.
Administrators
Administrators (as well as the owner of the account) have access to all items created by all users, regardless of the group to which they belong.
When the administrator (or the owner of the account) creates a resource, it is by default shared with all groups and all users. An administrator or the owner has the option to deselect sharing with one or more users, or one or more user groups.
This sharing management is performed via the “Manage sharing” option accessible from the contextual menu of the resource in question.
Sharing a resource with a group VS sharing a resource with one or more users
There is an important difference between sharing a resource with a group and sharing a resource with several users from a group.
Sharing with a group
When an administrator chooses to share a resource with a group of users (group checkbox selected), not only will all current users in the group have access to this resource, but future users who are added to this group will also have access.
For example, the administrator chooses to share a campaign with the group Group A. All users in this group will therefore have access to this campaign, as will future users who are added to Group A. It is not possible to deselect one or more users from the group because the entire group is selected.
Sharing with a selection of users
An administrator may choose not to share a resource with a group (group checkbox deselected), but only with a selection of users from this group. In this specific case, only the users selected in the group(s) of their choice will have access to the resource. Any new members of a group will not have access to the resource, since the group will be deselected in favor of a selection of users from this group.
For example, if Group A is composed of users 1, 2 and 3, and only user 1 is selected, only this user will have access to the resource. If new users join the group “Group A”, they will not have access to the resource. The administrator may, however, grant them access by returning to the “Manage sharing” option available via the contextual menu of the resource and selecting them manually.
In summary, sharing a resource with a group offers greater flexibility, as all users in the group (current and future) have access to this resource. Sharing a resource with a selection of users, on the other hand, provides better control over access to this resource.
It is up to the administrator to decide which sharing method best meets their needs, as this may differ for each of the resources in their account.