We are making updates to the Marketo Engage permissions structure to offer more granular access control to your users. During these updates we will be introducing new permissions and redefining some existing permissions. While we are aiming to be as minimally disruptive as possible, these updates may require your business to update existing users and roles to avoid interruptions of tasks in some circumstances.
Need the TL;DR? Here's the short version:
- We will be introducing and enforcing new permissions for creating Lists/Smart Lists, Report assets, and exporting Smart Campaign results on May 21, 2024. These permissions will be automatically given to any user that can already take these actions today. Admins can later update their permissions structures to granularly assign them to or remove them from roles.
- We will be enforcing the need for create or edit permissions on an asset to move that asset (e.g. Create Email is needed to move an Email) on June 7, 2024.
Throughout May and June 2024 we will be rolling out these new changes to all Marketo Engage environments to support this new structure. Please read below to see the full details of our schedule and what you may need to change for your users.
New Permissions for Lists, Reports, and Campaign Export
We will be introducing new permissions for creating Lists and Smart Lists, creating Report assets, and exporting Smart Campaign results. These permissions will be automatically assigned to users who already possess the ability to take these actions today. We anticipate no impact to users during this enablement. After enablement, administrators can remove these permissions from roles if desired. Full details of these changes can be found below.
Create List
Behavior as of May 1, 2024
Users can create Lists and Smart Lists in Database and Marketing Activities if they were assigned the Access Database permission.
Behavior as of May 21, 2024
The new Create List permission will be required to create Lists and Smart List assets in Database and Marketing Activities.
Action Required
On May 16, 2024 we will automatically enable the Create List permission for all users that currently have the Access Database permission. On May 21, 2024 we will begin enforcing this new permission as being required to create List and Smart List assets.
There should be no interruption to existing users that can create List and Smart List assets today. Only users that can create List and Smart List assets today will receive the new Create List permission. Admins can remove this permission from roles after May 21st if needed.
Create Report
Behavior as of May 1, 2024
Users can create Report assets in Analytics and Marketing Activities if they were assigned the Access Analytics permission.
Behavior as of May 21, 2024
The new Create Report permission will be required to create Report assets in Analytics and Marketing Activities.
Action Required
On May 16, 2024 we will automatically enable the Create Report permission for all users that currently have the Access Analytics permission. On May 21, 2024 we will begin enforcing this new permission as being required to create Report assets.
There should be no interruption to existing users that can create Report assets today. Only users that can create Report assets today will receive the new Create Report permission. Admins can remove this permission from roles after May 21st if needed.
Export Campaign Activity
Behavior as of May 1, 2024
Users can export the results of Smart Campaigns if they were assigned the Edit Marketing Asset permission.
Behavior as of May 21, 2024
The new Export Campaign Activity permission will be required to export Smart Campaign results.
Action Required
On May 16, 2024 we will automatically enable the Export Campaign Activity permission for all users that currently have the Edit Marketing Asset permission. On May 21, 2024 we will begin enforcing this new permission as being required to export Smart Campaign results. There should be no interruption to existing users that can create export Smart Campaign results today. Only users that can export Smart Campaign results today will receive the new Export Campaign Activity permission. Admins can remove this permission from roles after May 21st if needed.
Change in Permissions to move assets
Permissions to move assets around app areas are generally associated with the top level Access App Area permission for the asset. For instance, the Access Design Studio asset grants access to move Forms, Landing Pages, and Emails in Design Studio and Marketing Activities. This results in an inability to give users access to view an App Area without giving them the ability to move all of the assets in that app area.
Generally, users that are granted only top-level access to an app area and no edit permissions for assets are expected by their administrators to not be able to make any type of change to those assets. We anticipate very little impact to users in most use cases. However, there is some chance of disruption in tasks if a user needs to move assets in Marketo Engage but does not have edit access to that asset once this new permission structure is enforced after June 7, 2024. Please review your permission structures of your users to avoid any potential negative impact.
Behavior as of May 1, 2024
Permissions to move assets around app areas are generally associated with the top level Access App Area permission for the asset. For instance, the Access Design Studio asset grants access to move Forms, Landing Pages, Emails, etc. This results in an inability to give users access to view an App Area without giving them the ability to move all the child assets.
Behavior as of June 7, 2024 (June 4, 2024 for LON/NLD datacenters)
The permission to move an asset will be tied to Edit permissions for that asset. For instance:
- Moving an Email asset will require the Edit Email permission
- Moving a Smart Campaign asset will require the Edit Marketing Asset permission
- Moving a Report asset will require the Create Report permission
- Moving a Smart List asset will require the Create List Asset
Action Needed
On June we will enforce the requirement to have create or edit permissions for an asset in order to be able to move the asset throughout Marketo Engage. If a user performs tasks that requires them to move assets around Marketo Engage then an administrator should assign them a relevant create or edit permission for that asset before June.
Questions?
We anticipate minimal impact to the access of users as this change rolls out and users can revoke the new permissions as needed after enablement. If you have questions or concerns, please leave them in the comments for Product Management to help with.
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