Bloomreach Engagement has developed Role-based access control to protect your data from unauthorized access. Having the access minimization principle in mind, this system allows you to make sure that only the right people have access to personal data or specific modules.

With Bloomreach Engagement, you can define and manage dedicated persons with specific permissions, such as modifying, viewing, or exporting customer data and executing campaigns. You can set separate access with the explicit purpose for each user either on a project or account level.

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

Note that in each project there is a limit of 1000 users.

Role-based access control (RBAC)

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

Inviting a new project member

You can invite new users to your project and decide which role suits their work. They will have to accept your invitation, and until they do so, they will appear within pending invitations.

The invitation is valid for seven days for security reasons. After this time, the invited user will no longer be able to accept it, and the Administrator or Super Admin has to resend the invitation.

You can make changes to the specific role and permissions while the invitation is pending, and you can further refine user accesses even after the invitation has been accepted. Thus, do not worry if you accidentally invite someone with an incorrect role or permissions, as the Project Administrator can change the role anytime.

Configuring permissions

Once the user is in the project, you can adjust their project role by hovering over their name and clicking on the Edit button on the right side in the Project team tab. Here, you can select multiple roles from a list of roles (some of which are described in the table below). Bloomreach Engagement predefines several roles, and you can also create your own custom roles to suit your specific needs.

Assigning 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 access roles in Bloomreach Engagement out of the box. To make it easy for you to quickly understand the scope of the role, all of them abide by 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); can edit customer data excluding customer consents; can edit consent settings
Editor: can write and delete access; can modify and delete objects.
Publisher: can execute access; can trigger an action that may immediately impact the end customers or make objects publicly available.
Exporter: can export or download data from the Bloomreach Engagement application.
Approver: can only approve specific actions.
Requester: can create a request.
Viewer: read-only access; cannot modify objects.

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Example of permissions hierarchy

The lowest-level role, the viewer, has their 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). Similarly, 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 and can be assigned to the members/users of your project. 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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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.

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

Remember that each user must have at least one standalone role to be able to access the project. If a user does not have any standalone role, for example, only being a Personal Data Viewer, they will have a problem with logging into the project.

Instance-level roles

Bloomreach Engagement offers three main types of instances for your projects: multi-tenant, single-tenant, and 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.

To do so, go into theProject settings > Access Management > Roles and click on + Create custom role in the top right corner. 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 roleMembers tab.

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Limitations

Custom roles (user-defined) can be combined from multiple roles, but it is not possible to remove a permission from a particular role.

There can be a maximum of 100 custom roles.

One custom role can include maximum 32 roles.

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Removing access for users

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

User Groups Management

In case 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. This might be the case if you have multiple teams, agencies, or users working within some set of scenarios as there can be unintentional changes to scenarios from other users. Access groups solve this issue by locking edit access only for users who are assigned to those groups.

Groups can be managed by an Account Admin and one user can be a member of several groups.

The owner (or creator) of a definition and an Account Admin can always edit the list of groups. It is also possible to change owners.

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Currently only scenarios and segmentations support this option.

Creation of Groups

1. Create a Group

To create a group navigate to theAccount Settings > Access management > Groups and click on the Add group button.

2. Add Group Members

After you click on the + Add member button a window opens where you put the emails of the users you wish to add to the group.

3. Edit Group Members

The name will resolve after the group is saved and if needed you can remove users from a group.

Restrict access

1. Open the List of Segmentations/Scenarios

When you want to restrict access to certain, e.g., segmentation navigate to the list of all segmentations. Expand the Edit menu next to the item where you want to restrict access and choose Access lock….

2. Select the Access Group

In a new window, you can select the groups that will have access to that segmentation.

You can select one or more groups and Save the settings.

The new lock icon will appear next to the name of the locked definition.

3. Bulk Access Restriction

It is also possible to restrict access as a bulk action for several resources at once.

You need to select the segmentations you wish to restrict access to and click on the Access lock... icon from the menu.

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When bulk action is used all previously assigned groups will be overwritten with a new set of groups.

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Appropriate Roles

It is not enough to be a member of the group to have edit access. Users also need to have an appropriate role, e.g., Scenarios Editor or Scenarios Publisher to be able to have edit or publish permissions.

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Edit access

You can see whether you have edit access to a specific locked segmentation by checking the color of the icon next to the segmentation name. If you can edit that specific segmentation, the icon is green. I you do not have the edit access, the icon is orange.

Owner Change

The Owner and Account Admin always have access and are able to edit even locked definitions. For this reason, it is possible to change the owner and assign it to another user.

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Only an Account Admin can change owner.

1. Go to the List of Segmentations/Scenarios

When you want to change the owner of a certain, e.g., segmentation navigate to the list of all segmentations. Expand the Edit menu next to the item where you want to make a change. From the menu, choose Change owner….

2. Change the Owner

A new window opens where you can choose a new owner from the drop-down menu.

3. Bulk Owner Change

It is also possible to change owners as a bulk action for several resources at once.

You need to select the segmentations you wish to change the owner for and click on the Change owner... icon from the menu.

Limitations

• There are a maximum of 50 groups per account.
• There are a maximum of 50 users per group.
• There are a maximum of 10 groups per definition.
• Only the Account Admin can change the owner.
• Only the Account Admin can list and edit members of a group.
• If there is a change in, e.g., an aggregate or a definition that is used in a scenario, this change would be applied.

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.

Currently, the identity domain supports the following settings:

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

You can check who is part of 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.

Troubleshooting

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 are still getting the error after waiting a few minutes and reloading the application and think you should have access or permissions for this action, please contact our support.