Roles and Permissions in Simpplr

This article explains what different levels of user within Simpplr can do. Note that as of the 24.11 release, roles in Simpplr underwent a major enhancement. The following information covers how the updated roles work across the application. However, this setup is not yet applicable to all customers. If your environment is still using the legacy roles & permissions setup, rest assured nothing will change in your configuration until a later release. Contact your CSM for more information.

For information on the legacy roles setup, check out this article. 

Table of Contents

• Overview & primary roles
• Site management permissions
• Additional roles
• Multiple roles setup
• Public, private and unlisted site permissions

Overview & primary roles

There are two system (primary) roles built into the platform; application manager and standard user.

All other roles are additional and configurable by the app manager. App managers can manage all aspects of the intranet except for managing private and unlisted sites of which they're not already managers.

There are also site roles titled site owner, site manager and site content manager. These users will have governance permissions over their specific sites, but outside those sites are still considered standard users. Site owners and managers are not customizable, and can be configured at the site level when assigning members to the site.

As shown below, the primary difference between site owners and managers is that owners can connect third-party file storage integrations to their sites.

Site management permissions

Permissions	Site owner	Site manager	Site content manager
Search for people, sites, content and files	√	√	√
View, like, favorite, share, and download files	√	√	√
Post and reply on Feed*	√	√	√
Delete site Feed posts (if user is Site owner/manager)	√	√
Delete home dashboard Feed posts	√*	√*
Share posts and content in Feed*	√	√	√
View, like, and favorite content	√	√	√
Add, edit, and publish content (standard users must submit content for approval)	√	√	√
Promote content to the site carousel	√	√	√
Validate content via auto-governance engine	√	√	√
Send notifications for content	√	√	√
Make content must read	√*	√*
Unpublish content	√	√	√
Approve content submissions (if app manager enables)	√	√	√
Create sites	√*	√*	√*
Connect site integrations, including file storage and messaging	√
Manage site settings,  membership, and analytics	√	√
Set site access level (public, private or unlisted). Note, app managers must request membership to private sites first before being able to manage them.	√	√
Add/remove Site managers	√	√
Move content to another site managed by the same user	√	√
Upload native Simpplr site files (depends on Manage application > Governance > File upload permissions settings)	√*	√*	√*
Manage site dashboard (if Site control is set to Site owner/manager in Manage application > Governance)	√*	√*
Add site categories	√	√
Create and manage social campaigns	√*	√*	√*
View app wide analytics	√*	√*	√*
Control Home layout, carousel and tiles for all users (if Home is set to app manager controlled)	√*	√*	√*
Remove files (click link for difference b/t removing and deleting files)	√	√	√ (if this user uploaded it)
Delete files (click link for difference b/t removing and deleting files)	√ (if this user uploaded it)	√ (if this user uploaded it)	√ (if this user uploaded it)

* = If Feed is enabled

√* = Contingent on role setup (controlled by app manager)

Additional roles

Note:

With the role enhancements, rest assured each role accounts for any level of customization of permissions that could've previously been done. Existing customers who had the old roles setup are not losing any functionality regarding permissions or configuration, and everything you have setup previously will be automatically mapped to match the new role setup for all your users.

To assign additional roles to any user, head to Manage > Roles. You'll see a list of all applicable roles, as well as be able to filter them by type and user. See the table below for a detailed list of roles and permissions. Click the pencil icon to assign a role to users.

You can also mange users' roles via the Manage > Users menu. Click the three dots next to a user's name to update their role (or any other editable information about the user). You can also filter users by status, role, date created or date modified.

Note, this is also where an app manager can grant support access to Simpplr on behalf of a user.

Role	Permissions	Detailed permissions
(Primary) App manager	Allows users to control all intranet settings and configurations.	App managers control intranet settings across the board. They manage app-wide configurations, home dashboards, user permissions and special features like newsletters, social campaigns, analytics and more. By default, app managers cannot manage private and unlisted sites.
(Primary) Standard user	Allows users to create content and submit it for approval to content managers and site managers.	Most of your organization will fall into this user type. Standard users are the primary consumers of content published across the intranet. If enabled at the app level, they can create content and submit it for approval to content managers and site managers. This role can be configured with permissions to add topics and sites.
User manager	Allows users to manage other users' roles and permissions.	User managers can manage aspects of other users like add and update users via 'Manage > Users', update user profiles, manage user sessions, upload bulk users and profile images, manage roles, etc. They can also log in as other users. This role does not allow for managing people data integrations.
Application settings manager	Allows users to manage all tabs within the 'Manage > Application' menu.	Application settings managers can configure any app-level settings in the 'Manage > Application' menu. Unlike app managers, these users cannot configure account settings in 'Manage > Account', cannot add or remove new users or roles, and do not have permission to manage all sites and content.
Audience manager	Allows users to manage all aspects of audiences on the intranet.	Audience managers can view, add, edit or delete audiences of all types. They can also view, add, edit, or delete audiences. This role is unrelated to managing features that use audiences (e.g., alerts).
Public sites manager	Allows users to manage all public sites regardless of membership.	Public sites managers can manage any public site on the intranet, regardless of membership. These users can add content to the site, manage site content, manage site settings, control feed, add and remove members, view subscriptions, manage any applicable external apps (integrations), and manage page templates. This role does not impact private or unlisted site management. This role also does not allow users to create new sites.
Private sites manager	Allows users to manage all private sites regardless of membership.	Private sites managers can manage any private site on the intranet, regardless of membership. These users can add content to the site, manage site content, manage site settings, control feed, add and remove members, view subscriptions, manage any applicable external apps (integrations), and manage page templates. This role does not impact public or unlisted site management. This role does not allow users to create new sites.
Unlisted sites manager	Allows users to manage all unlisted sites regardless of membership.	Unlisted sites managers can manage any unlisted site on the intranet, regardless of membership. Similar to public sites manager, these users can add content to the site, manage site content, manage site settings, control feed, add and remove members, view subscriptions, manage any applicable external apps (integrations), and manage page templates. This role does not impact public or private site management. This role does not allow users to create new sites.
All sites manager	Allows users to manage all sites and subscriptions regardless of membership.	All sites managers can manage any site (public/private/unlisted) on the intranet, regardless of membership. These users can add content to the site, manage site content, manage site settings, control feed, add and remove members, manage subscriptions, manage any applicable external apps (integrations), manage page templates, and manage all site categories. This role does not allow users to create new sites.
Add sites	Allows users to add new sites to the intranet	With this role, users can add and manage new sites. This role does not allow users access to manage existing sites of which they are not managers.
Analytics manager	Allows users to access and manage application level analytics on the intranet.	Analytics managers can view all application level analytics. Analytics from private and unlisted sites will be visible, but redacted from these users. This role does not impact access to site and content level analytics.
Recognition manager	Allows users the full ability to set up and manage your org's recognition program.	Recognition managers can enable or disable all awards and award types, configure rewards and allowances, edit award names and descriptions, view recognition analytics, and view and filter all awards by active or inactive.
Survey manager	Allows users to add, edit, manage and delete all surveys.	Survey managers can create and manage surveys for the entire org, specific audiences, or site members of sites they have access to as well as share survey reports.
Sentiment check manager	Allows users to create, edit, manage and delete sentiment checks on content.	Sentiment check managers can create and manage sentiment checks on content they have access to. No access to sites, content or analytics will be overwritten with this role.
Newsletter manager	Allows users to create, edit, manage and archive newsletters with the employee newsletter feature.	Newsletter managers can create and send newsletters to the entire org, specific audiences, or site members of sites they have access to. Unlike site managers with newsletter permissions, they can view all newsletters from the 'Manage > Newsletter' menu. Newsletter managers cannot send to private or unlisted sites unless they are members of that site.
Content onboarding manager	Allows users to set content they own and manage to org onboarding or site onboarding	Content onboarding managers can mark content from public sites as org or site onboarding, as well as mark content for private/unlisted sites they have access to as site onboarding. Site owners and managers can always mark their sites' content as onboarding.
Social campaign manager	Allows users to create, edit and remove social campaigns, as well as define social networks available to share on (if enabled in 'Manage > Application').	Social campaign managers can manage everything related to social campaigns on the intranet. They can also decide which pre-determined social networks can be shared to. App managers can enable or disable social networks to share to at the app level.
Content moderator	Allows users to manage and moderate any flagged content that comes into the content moderation queue.	Content moderators will be responsible for reviewing all flagged content on sites they have access to. If content is flagged from a private or unlisted site that the user cannot access, they will not see it and cannot moderate it. All standard users can report items for moderation if the feature is enabled.
Campaign manager	Allows users to manage all aspects of content campaigns on the intranet.	Campaign managers can create new campaigns, edit existing ones and delete them from the intranet. These users cannot add content from sites they do not have access to. In campaign analytics, users will not see stats from content that they do not have permission to view.
Alert manager	Allows users to add, edit and manage all app-level alerts on the intranet.	Alert managers can create and send alerts to the entire org, specific audiences, or site members of sites they have access to.
Branding manager	Allows users to manage all aspects of branding on the intranet.	Branding managers can manage all aspects of your intranet’s branding including colors, logos, fonts, and app styles in alerts and analytics. If segments are enabled and branding is set as "Same for all segments" then only app managers can configure branding, and this role's permissions are revoked. If branding is set to "Managed per segment" then branding managers can manage branding for their own segment.
Home manager	Allows users to configure all home dashboard defaults, including layout, tiles and carousel configuration.	Home managers can configure home dashboards, even when the dashboard is set to ‘App manager-controlled’ by default. This user can add any tiles, add content to the carousel and arrange the feed on all users' home dashboards. If segments are enabled, home managers can only manage their own segments' home dashboards.
Enterprise search manager	Allows users to add, edit and manage sources for enterprise search.	Enterprise search managers can view, add, edit, or sync the enterprise search sources like Google Drive, SharePoint, etc.

Multiple roles setup

Simpplr supports assigning multiple roles to one user. Every user will have a primary role assigned by default (app manager or standard user) and can have more roles assigned to them in Manage > Users.

If a user has app manager as their primary role, only three additional roles can be chosen, given that user can already perform all actions. Those three roles are:

• All sites manager
• Private sites manager
• Unlisted sites manager

Public, private and unlisted site permissions

Public sites

Non member
A user who is not a member/follower of a public site, when granted this role would remain a not a member/follower. The user would not be listed as a site manager for this site. The user would gain management access to the site. All features that are based on membership will remain the same. All features that are based on management access will include this site.

Member
A user who is member/follower of a public site, when granted this role would remain a member/follower. The user would not be listed as a site manager for this site. The user would gain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access will include this site.

Site owner/manager
A user who is site owner/manager of a public site, when granted this role would remain a member (site owner/manager is a member). The user would be listed as a site manager for this site as a result of their site owner/manager role - not the manage all public sites role. The user would maintain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access remain the same.

Private sites

Non member
A user who is not a member of a private site, when granted this role would remain a not a member. The user would not be listed as a site manager for this site. The user would gain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access will include this site.

Member
A user who is member of a private site, when granted this role would remain a member. The user would not be listed as a site manager for this site. The user would gain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access will include this site.

Site owner/manager
A user who is site owner/manager of a private site, when granted this role would remain a member (site owner/manager is a member). The user would be listed as a site manager for this site as a result of their site owner/manager role - not the manage all private sites role. The user would maintain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access remain the same.

Unlisted sites

Non member
A user who is not a member of a unlisted site, when granted this role would remain as not a member. The user would not be listed as a site manager for this site. The user would gain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access will include this site.

Member
A user who is member of a unlisted site, when granted this role would remain a member. The user would not be listed as a site manager for this site. The user would gain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access will include this site.

Site owner/manager
A user who is site owner/manager of a unlisted site, when granted this role would remain a member (site owner/manager is a member). The user would be listed as a site manager for this site as a result of their site owner/manager role - not the manage all unlisted sites role. The user would maintain management access to the site. All features that are based on membership would remain unaffected. All features that are based on management access remain the same.