Roles in Simpplr

This document explains what different levels of user within Simpplr can do. For a quick explanation of Simpplr's different roles and privileges, check out this video:

Role Summaries

Roles and Permissions

Privileges (these are responsibilities users can be assigned outside of normal roles)

Job roles matching to Simpplr roles

 

All roles can be configured directly within Simpplr, except for System admin, which must be configured in Salesforce. For more information on configuring roles, contact your IC or CSM.

 

Role Summaries

Intranet Managers: Note, this is NOT a system role. This is a suggested role decided at the time of your org's implementation. The Intranet Managers are responsible for day-to-day management and success of your Simpplr platform. This user may also be a System administrator or Application manager, but does not have to be.

System administrators: System admins are responsible for most setup on the Salesforce backend of Simpplr. Since Simpplr is powered by Salesforce, there are certain actions that must be completed before any other users can access Simpplr features. These include (but are not limited to):

  • Setting up SSO
  • Provisioning and syncing users
  • Enabling integrations
  • Adding App managers and other System admins as necessary

Configured within Salesforce

Application managers: Application managers control Simpplr settings across the board. They manage app-wide configurations, home dashboards, user permissions and special features in Simpplr like newsletters, social campaigns, analytics and more. 

Configured within Simpplr by other App managers and System admins

Site owners/managers: These users are responsible for maintaining sites throughout Simpplr. Depending on your org’s settings, you may have the ability to create sites. Once appointed a Site owner or manager, you can control all content on your site, configure your site dashboard and more. Site owners can enable and manage site integrations and files, while managers cannot. Other than that, the roles are virtually the same. 

Configured within Simpplr at the site level by App managers and other Site owners/managers

Site Content managers (or just Content managers): Content managers can create, edit and publish content. They can also approve content submissions from site members or End users.

Configured within Simpplr at the site level by Site owners/managers

End users: Most of your organization will fall into this user type. End users are the primary consumers of content published across Simpplr. They can create content and submit it for approval to Content managers and Site managers.

Not a configured role. By default, anyone who is not one of the roles listed above is an End user.

Note:

Currently it's not possible to allow a user permissions to edit content without being able to manage all content on a site (Content manager role). A Content manager is considered a "trusted" user across the whole site, and cannot be limited to one or several pieces of content on that site.

Roles

Permissions

System admin

App manager

Site owner

Site manager

Site Content manager

End user

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

 

√*

√*

 

 

Edit others' Feed posts (everyone can edit their own Feed posts)

 

 

 

 

 

Share posts and content in Feed*

 

View, like, and favorite content

 

Add, edit, and publish content (End 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

 

√*

√*

 

 

Curate and promote content from all sites 

 

 

 

 

 

Unpublish content

 

 

Approve content submissions (if App manager enables)

 

 

Create sites

 

√*

√*

√*

√*

Edit site name

 

√*

√*

 

 

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)

 

√*

√*

 

 

View site and page analytics

 

 

Add site categories

 

 

 

Create and manage newsletters, alerts and social campaigns

 

√*

√*

√*

√*

View app wide analytics

√*

√*

√*

√*

Control Home layout, carousel and tiles for all users (if Home is set to App manager controlled)

 

√*

√*

√*

√*

Manage and access all segments

 

 

 

 

 

Create and manage subscriptions

 

 

 

 

 

Create audiences (Note, all App managers will be sent an email with audience details when a new one is created. Also, users must already be provisioned in Simpplr before they can be added to an audience.)

 

 

 

 

 

Manage branding

 

 

 

 

 

Upload new versions of files they don't own and delete other people's files

 

 

 

 

 

Remove files (click link for difference b/t removing and deleting files)

 

√ (if this user uploaded it)

√ (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 this user uploaded it) 

√ (if this user uploaded it)

Upload profile photos for other people and change their time zones in Simpplr (Note: This user must have both System admin and App manager permissions)

√ 

 

 

 

 

View all Salesforce reports

 

 

 

 

 

 

* = If Feed is enabled

√* = Contingent on Privileges setup (controlled by App manager)

 

Privileges

As well as the above roles within Simpplr, users can be granted the following privileges. They work in unison with the user’s role. For example, one user may be a Site manager with Social campaigns control, but another user could be a Standard user with Newsletter control.

Unlisted Site administrator

  • View and manage unlisted sites

Home manager

  • Manage carousel
  • Control Home layout and tiles for all users (If Home is set to App manager controlled)

Segment manager

  • Branding for their own segment
  • Set Home defaults for their own segment
  • Manage Home for their own segment
  • Featured sites for their own segment
  • Create, edit, and delete subscriptions for their own segment

Branding manager

  • Can control branding across the intranet or, if assigned to a segment, that segment only

Recognition manager

Alerts

Analytics

  • View all analytics

Influencer

Newsletter

Social Campaigns

 

Job roles matching to Simpplr roles

Generally, Simpplr's system roles coordinate well with certain job roles or titles within your organization. Check out the table below for some example job roles and users that pertain to a given Simpplr role. And remember, any Simpplr role can have more than one user assigned. Users can also take on multiple Simpplr roles. This will depend entirely on your organizational structure and preferences. 

*This is a sample set of roles and does not account for all possible roles & permissions combinations that are possible within Simpplr.

Name Title Job Description Expectations Simpplr role(s) assigned
Angie IT Systems Manager, Global Oversees various software platforms such as Salesforce, Azure AD, Sharepoint, etc. on behalf of her organization. Ensures company InfoSec policies are being adhered to at all times. Because Angie is the Administrator for other applications that will integrate with Simpplr, she is also an App manager, which allows her to connect and control these integrations on a global level. Angie will also be a primary contact for major version upgrades, and will need to create or refresh the sandbox from time to time for testing purposes. System admin, App manager
Isaac Senior Director of Employee Experience, Global Oversees intranet governance and strategy as a whole on behalf of his organization. Makes various employee experience related business decisions on a regular basis and takes steps to promote an inclusive, welcoming, and collaborative company culture across the global organization. Isaac uses his company and industry knowledge to guide intranet governance and EX decisions. He may sometimes provide intranet governance oversight when needed, but mainly leaves the day-to-day of it up to the intranet manager. Due to his senior role, he is able to make global governance changes to meet the evolving needs of the business. He also grants App manager and Unlisted Site manager privileges to others as needed. System admin, App manager
Charles Director of HR, Global Oversees employee benefits, as well compliance and DE&I efforts for the global organization. Charles is less involved in day-to-day intranet operations, but does retain the ability to edit user profiles, edit and delete user comments, and send out communications such as alerts, must-reads, and other critical communications. Charles is also able to create new segments as needed after M&A's are finalized. System admin, App manager
Miranda Manager of Internal Communications, Global Manages day-to-day internal comms and employee experience-related tasks and updates for the entire global organization. Miranda manages the majority of internal employee communications. She regularly works with other department heads to determine featured content on the home carousel, and manages the overall design of the home dashboard. Miranda also controls many system configurations such as org-wide newsletters, alerts, default notification types, and other settings that align with her company's desired governance strategy. Miranda can not add other App managers or Unlisted Site managers. App manager
Rakesh Employee Experience Manager, EMEA Oversees the employee experience for employees living and working in Europe, Middle East, and Africa. Rakesh control the home dashboard and featured sites for users within the EMEA segment, ensuring featured content on their dashboards is relevant and helpful. Rakesh also manages audiences and subscription for EMEA-specific sites, and sen out internal communications specific to the EMEA region. If needed, Rakesh can also update the branding for the EMEA segment and specify the Apps & Links that show up for EMEA users. Segment manager
Vinny IT Services Manager, EMEA Manages IT operations for employees living and working in Europe, Middle East, and Africa. Vinny doesn't have a day-to-day role within the intranet other than that of a typical End user. However, due to his company's EMEA-specific security policies, Vinny controls all site-level integrations to ensure each site is connected to only the appropriate messaging channels and file-sharing folders. Site owner
Taniya HR Manager, EMEA Oversees employee benefits, holiday schedules, and employee training programs for employees living and working in Europe, Middle East, and Africa. Taniya manages the HR site for EMEA employees. She regularly creates and approves HR-related site content and manages the HR Site dashboard. Because of her role being highly visible and critical to the success and well-being of EMEA employees, Taniya is also able to send out alerts and manage content moderation, thanks to additional permissions granted by Charles. Site manager, End user w/additional permissions
Bryce Sales Enablement Manager, USA Oversees sales and enablement efforts for employees living and working in the USA. Bryce manages the US Sales Enablement site. They ensure any necessary and relevant information relating to Sales is published and up-to-date on the site. Site manager
Shalini Senior Sales Development Representative, USA Is a go-to person on her team for sales-related questions and advice. Shalini uses her in-depth knowledge and senior standing on the team to help author and manage content within the Sales Enablement site Content manager
David Brand and Marketing Manager Manages the brand and brand awareness for the global organization, as well as all international segments. David updates the look and feel of the platform and segments when necessary. He likes to have a little fun with the logo around the holidays and sometimes turns one of the O's in "GoodCo" into a smiling Santa. End user w/additional permissions
Harriet Technical Support Specialist Works with customers to solve problems day-to-day. Works remotely full time. Will use the intranet/EX platform to find important information on product functionality and upcoming releases to assist with her troubleshooting efforts. She especially loves the GoodCo Book Club site because the discussions help her feel connected to her coworkers, even though they've never met. End user
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Comments

13 comments
  • Hi Aileen. Content managers can add content to the carousel, but they cannot edit the carousel display from the site dashboard. Only Site managers/owners can do that. 

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  • Hey Jeanine. While this isn't a direct feature in the Simpplr platform, System admins who control the Salesforce backend of your intranet can go into Salesforce and log in as any active user. If you have System admin permissions in addition to your App manager permissions, you can do this. Here is a link to the instructions. https://help.salesforce.com/s/articleView?id=sf.logging_in_as_another_user.htm&type=5

    Once you're logged in as the user, you'll be taken to their Salesforce home page. To get to Simpplr, click the "Simpplr" tab from their home page.

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  • Hi Keri. Unfortunately no. If you have permission to view data and analytics on content, you'll also have permission to edit that content. But this is great feedback I will share with our Product team to look into changing in the future. 

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  • Hi Matthew, 

    Just confirmed on the Content Manager being able to add content to the carousel, but not edit the carousel

    Thank you!

    *no changes needed to table at this point in time

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  • Could you please update the table on Roles?

    I LOVE that table, but I think some of those checkmarks are out of date...

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  • Hi,

    Is there a setting that would allow an individual from our Audit department to see version and moderation history analytics for individual content pages? This person should not have editing privileges. Thanks! 

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  • Hi Aileen. Could you elaborate on anything you think specifically that's out of date? I put this table together, and to my knowledge platform permissions have not changed, but I'm happy to test any of this and update what needs updating. 

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  • Hi Francine. This question might be better solved by our Support team. This is not intended functionality, and sounds like it could be a bug. If you haven't already, open a ticket with Support so they can look into this. 

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  • Can a site owner delete a feed post on a page (on their site)? For pages that have feed posts enabled.

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  • Are site content managers able to update the site carousel?

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  • Hi Matthew, I have been working with a site owner to test him deleting comments on pages. He is getting an error message (we have tried multiple browsers, refreshing etc.) and is not able to delete any comments. He is a site owner and cannot delete a comment on a page that he created. Could you help troubleshoot this? 

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  • Is there a way for app managers or admins to "view as?" Site owners and managers sometimes ask questions about how to do something and it would be helpful if I had the ability as an app manager to view a site as a site owner, site manager, content manager, etc. to see exactly what they can/cannot do. Does this feature exist?

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  • Hi Francine! Yes, Site owners/managers can delete any feed posts on their site, either posted on content or directly to the site feed.

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