In another article, we have discussed setting up security roles and access levels for users to send Click emails. These same principles can also be used to determine who can set up Click’s Subscription Management feature, which would involve creating Subscription Lists, appending Marketing Lists to those Subscription Lists and creating Subscription Management Pages.
NOTE: While the Click solution includes its own security roles, these should be cloned before customizing them to match each customer’s organizational needs because any changes made to the default Click security roles will be reset when updating the solution to a newer version.
Goals
- Learn what CRM security privileges are needed in order to utilize the Click Subscription Management feature.
- Learn the difference between CRM security privilege scopes to determine which scope works best for your needs
Subscription Lists and Marketing Lists
CRM contains eight privileges that users can perform on records:
To build a Subscription List, users must have the Create privilege on the Subscription List entity. However, Subscription Lists are also connected to Marketing Lists, so it is necessary to have the proper privileges on that entity as well.
NOTE: If your CRM environment is using the Opt-In Subscription Management method, Subscription Lists can be associated with Email Sends directly rather than associating them with Marketing Lists used to specify the Email Send's recipients.
When you are associating a Marketing List to a Subscription List, the Marketing List record is actually being appended to the Subscription List record. This process will involve utilizing the Append and the Append To privileges in CRM’s security role set up.
The Append privilege allows one record to be attached to the other record. In this case, the Marketing List is the record that is being attached to the subscription record, so the Append privilege on the Marketing List entity is needed for users to associate a Marketing List to a Subscription List. The Subscription List is the record that another record is attaching to, so the Append To privilege will be necessary as well.
It is important to note that these are both necessary for the process to work. If the Append privilege is given on the Marketing List entity, but the Append To privilege is not added to the Subscription List entity, the association between these records cannot occur.
Subscription Management Pages
Once the Subscription Lists are created and the Marketing List are associated, the next step is to set up the Subscription Page, which is a type of Click Web Content. Users will need the Create privilege on the Web Content entity to create the Subscription Page record and access the editor.
Security Privilege Scope
Dynamics' security model also allows for these privileges to be assigned at certain access levels. The access level determines on which specific records of that entity users can perform the privileges. Here is an explanation of each access level CRM offers with its security role settings:
None Selected – The user cannot perform the privilege at any level.
User – The user can perform the privilege on any records they own.
Business Unit – The user can perform the privilege on their own records and any records owned by anyone in the same business unit as the user.
Parent: Child Business Units – The user can perform the privilege on their own records, any records owned by anyone in the same business unit as the user, or records owned by anyone in a business unit under theirs in the business unit hierarchy.
Organization – The user can perform the privilege on any records in that Dynamics environment, regardless of who owns them.
Using access levels can help organizations limit which Marketing Lists can be associated with which Subscription Lists. For example, if users in one business unit should not be accessing Subscription Lists owned by users in another business unit, assigning privileges on the Subscription List and Marketing List entities at the business unit access level will prevent a user from modifying those Subscription Lists or associating Marketing Lists to them.
Similarly, if each business unit has its own Subscription Page that pertains to a specific company or brand, assigning privileges on the Web Content entity at the business unit access level will prevent users from editing the Subscription Pages of other business units.