Role-based access management

Bloomreach Engagement uses role-based access control to protect your data from unauthorized access. This system ensures that only the right people can access personal data or specific modules.

With Bloomreach Engagement, you can define and manage users with specific permissions, such as editing, viewing, or exporting customer data and running campaigns. You can also set different access levels for each user at the project or account level, tailored to their specific roles.

To do this, go to Settings > Project settings > Access management where you can select from, assign, and modify specific access rights.

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Project limit

In each project, there is a limit of 1,000 users.

Role-based access control

Role-based access control (RBAC) groups small sets of specific permissions and accesses under "roles" that can be assigned to team members by the Admin. Admins can decrease the risk of major mistakes and security breaches by carefully restricting users' access to perform only the tasks they really need.

Invite a new project member

You can invite new users to your project and choose a role for them. They must accept your invitation, and until they do, they will show up under pending invitations.

For security reasons, the invitation is valid for 7 days. After that, the invited user cannot accept it, and the Administrator or Super Admin needs to resend the invitation.

While the invitation is pending, you can change the specific role and permissions. You can also adjust user access even after they accept the invitation. So, if you accidentally invite someone with the wrong role or permissions, don’t worry. The Project Administrator can change the role at any time.

Configure permissions

To change a user’s project role in the project, hover over their name and click the Edit button on the right side in the Project team tab. You can choose multiple roles from a list. Bloomreach Engagement has several predefined roles, and you can also create your own custom roles to meet your needs.

Assign multiple roles

You can assign multiple roles to each user by scrolling down their individual access permission setup and selecting Add role group. Then, in Project team you can see all individual roles and their descriptions under that person's name.

Temporary roles

The administrator can grant the user a temporary role by setting an expiration date in the user interface. Select the icon Add expiration and select the exact day and time that the user's role will expire. Expired roles are visible in the interface but are not active and do not grant any permissions. We recommend setting expiration for highly sensitive roles, such as Admin roles and Personal Data Viewer.

Permission hierarchy

Roles naming hierarchy

There are several out-of-the-box access roles in Bloomreach Engagement. To help you understand the scope of each role, they all follow the following naming convention: The first word or two represents the section of the application, and the later the extent of the permission.

Regarding the extent of the permission, there are levels of roles with an increasing set of permissions, creating a hierarchy of roles, as described in the flowchart below. Higher-level roles inherit all permissions from the lower ones, and lower levels never allow functions from higher-level roles. For example, while an Admin has access to all other functions, sole Editors cannot publish or export from Bloomreach Engagement (they can only do the task they are assigned and abilities hierarchically beneath them). All standalone roles follow this hierarchy and naming.

• Admin: Has full access to Campaigns (can view, edit, delete, start, and stop all campaigns; can edit running Campaigns; can change Campaigns settings) and can edit consent settings and customer data, excluding customer consents.
• Approver: Can only approve specific actions.
• Editor: Can write and delete access and modify and delete objects.
• Exporter: Can export or download data from the Bloomreach Engagement application.
• Publisher: Can execute access and trigger an action that may immediately impact the end customers or make objects publicly available.
• Requester: Can create a request.
• Viewer: This is read-only access. Viewer cannot modify objects.

Permissions hierarchy example

The lowest-level role, the viewer, has its set of defined permissions.

The higher-level role, the editor, has their own set of permissions and those of the viewer.

And the publisher has their set of permissions and those of the editor, which also include those of the viewer.

Permission scopes hierarchy

Be aware of the hierarchy between Instances, Accounts, and Projects. Roles granted on a higher scope (account) are applied to all lower scopes (project). If users operate on their own single-tenant instance, that instance has the highest hierarchy (instance > account > project).

For example, if a user is granted Analyses Viewer on the Account scope, the user will have the Analyses Viewer role in all projects under that account.

Roles assigned to users on an instance scope are applied to all accounts and projects within the instance. Roles assigned to users on account scope are applied to all projects within the account.

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Ensure Project Safety by granting a role on the correct Scope

Roles assigned to users on an instance scope are applied to all accounts and projects within the instance. Roles assigned to users on account scope are applied to all projects within the account. This might be critical, as you might be granting Account rights to someone, who is supposed to see or edit one Project only.

Roles

Predefined roles

Several predefined standalone and non-standalone roles come out of the box. Those can be assigned to your project's members and users. All standalone roles follow the naming and hierarchy of roles described above.

In addition, there are several non-standalone roles set up by Bloomreach Engagement that allow access to specific actions.

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Note

A user can have multiple roles assigned, but each user must have at least one standalone role to be able to access the project.

The following is the list of all predefined roles in Bloomreach Engagement.

The special role of "Personal Data Viewer" grants access to private fields (personal data, PII). Bloomreach Engagement predefined roles never include this role. Personal Data Viewer must be granted explicitly or included in your custom roles.

To read more about the roles and see which specific roles are inherited, find the role in Access management > Roles.

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Standalone role required

Each user must have at least one standalone role to access the project. If a user does not have any standalone role, for example, their role is Personal Data Viewer, they will have a problem logging into the project.

Instance-level roles

Bloomreach Engagement offers 3 main types of instances for your projects:

• Multi-tenant
• Single-tenant
• Exclusive instance.

These contain different features and configurations of data layers. In each instance, data is separated, and access management is enabled to ensure your security. You can learn more about our Security architecture in its separate article.

What is important for Access management is that the additional layers of security within the more sophisticated types of instances, such as the single tenant or exclusive instance, will require some additional roles and accesses or permissions compared to the multi-tenant instance. There are these additional roles for projects running on a single tenant instance, as described in the table below.

Granular roles

Bloomreach Engagement allows you to assign finely detailed roles to your project members, not limiting you to choose from broader predefined roles listed above. Remember, a user can have multiple roles assigned, but each user must have at least one standalone role to be able to access the project.

Custom role

While Bloomreach Engagement predefines roles, you can set up your own custom roles. This allows you to add and combine several inherited roles to create a single role that would suit your specific needs. In other words, custom roles are stacked from predefined roles and inherit all their permissions and scope level.

1. Go into the Project settings > Access Management > Roles.
2. Click + Create custom role in the top right corner.
3. Select + Add inherited role.

When there is a team with the same responsibilities and permissions operating the Bloomreach Engagement application, we do recommend creating a custom role. This custom role would inherit all required roles - allowing you to then only assign this single role to all team members. Furthermore, this makes it easier to see who is currently a member of this role on the Custom role Members tab.

Limitations

• Custom roles (user-defined) can be combined from multiple roles, but a permission cannot be removed from a particular role.
• There can be a maximum of 100 custom roles.
• One custom role can include a maximum of 32 roles.

Assign users to access groups

If you want to add more security and refine further what exactly specific users with their roles can edit within Bloomreach Engagement, you can assign users to access groups. Learn more about User Groups Management in our documentation.

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Important

Removing a user only removes their access. However, all analyses and campaigns they created will remain.

Identity domain

Under Access Management > Account team/Project team, you can check who is part of your identity domain.

The identity domain serves to solve the tension between users having only one user account but access to multiple accounts and projects. It is unclear what policies to follow when enforcing some requirements (such as requiring an email and password or SSO to log in). During the login process, it is unclear what accounts would be accessed since users have access to multiple, and these have different settings.

However, the identity domain solves this issue. When users are invited to the instance for the first time, an account is set up where they were invited as their native domain. Following this, the policies and settings from this account would apply to the user.

The identity domain supports the following settings:

1. Single Sign-on
2. Authentication methods
3. Password settings

Check who is in your identity domain under Access Management > Account team/Project team.

There is a column called Native account. If the name matches the account name, the user belongs to this account, and the settings apply. If there is "Other", the user is from a different account. We do not reveal the native account of the users to other clients to avoid revealing what other accounts are on the instance.

If you need to change the native account for your user, please get in touch with our support team.

Invite external users

When you want to simplify access for your internal users choosing SSO, you face a challenge with the need for agency users to access the application. Since the external users aren't included in the company's identity provider (for example, Azure or Okta), SSO prevents these users from accessing the application.

To solve this, Bloomreach Engagement has introduced an option to invite users as external users. This enables the activation of Single Sign-on for all internal users while still allowing external contractors access to log in.

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SSO admin access

You need an SSO Account admin role to have the option of adding external users available.

Add a new external user

1. Go to Settings > Account team/Project team > Access Management > + Add User.
2. Enable External user toggle.

Activating this setting will trigger a warning to inform you that the pre-set account password policy does not apply to external users.

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Important

Adding a user as external cannot be undone. To switch external user to internal user afterwards, contact customer support.

SSO disabled

External users can log in with their email and password or via Google login only. SSO login method is not available to them.

Change user to external user

If you have a user who won’t be able to use a selected login method (for example, SSO), you can remove them from your native account and mark them as an external user.

Go to Settings > Account team/Project team > Access Management, choose the user, click Edit > Mark as external user.

Once you mark a user as external, you cannot revert this operation. To switch an external user to an internal user afterward, contact Customer Support.

Error "Forbidden 403"

When user roles are changed, there is a slight delay before the new permissions are applied. Be aware that permission changes are not applied immediately – it may take up to one minute to propagate changes into all components. If you still get the error after waiting a few minutes and reloading the application and think you should have access or permissions for this action, contact our Support.