If you have been using Adobe Analytics (regardless admin or user), you should have known by now, Adobe has stopped supporting Legacy user ID. All user management will now be done in Admin Console (https://adminconsole.adobe.com).
In this post, I will be taking you through on how to manage Adobe Analytics user permissions in Admin Console. If you do not have access to Admin Console yet, do speak to your Adobe representative and get it set-up!
Before we proceed, do note that Product Profile is the equivalent of a permission group. That’s the term Adobe chose to go with, and we will be referencing that to remain consistent.
- Create new Product Profile
- Manage users in Product Profile
- Manage group permissions in Product Profile
- Duplicate a Product Profile
- Copy users list from another Product Profile
1. Create new Product Profile
Once you’re in Admin Console, go to the Products page.
On the Products page, you should see the whole list of Product Profile. Product Profile is the equivalent of a permission group, where you can define the level of access and manage the users accordingly.
To create a new permission group (Product Profile), select New Profile.
Give your new permission group a name and description. If you want users to be notified (by email) whenever they are added or removed from this group, leave the User Notifications on.
Once that’s done, you will see the new Product Profile as below. Click on the Product Profile (Test Profile in this case) to manage the users and permissions.
2. Manage users in Product Profile
To add an existing user to the Product Profile, select Add User.
Once selected, you will be shown the popup below. Type in keywords to search for the desired user.
Once found, select the user and select Save.
Once done, you should see the new user in the Product Profile.
In addition, if you have chosen to enable User Notifications for the Product Profile, the user added will receive an email notification from Adobe.
3. Manage group permissions in Product Profile
To manage group permissions, select Permissions tab.
There are 5 main categories:
- Report Suites
- Report Suite Tools
- Analytics Tools
Click on any of the 5 categories to assign the group permissions. In this example, we will be using Report Suites.
On this page, you can choose to add individual permissions or add all permissions in 1 go.
Note that the Add All button can appear to be glitched (as shown below), but it still work!
On the right, you can find the Auto-include option. By enabling this option, ALL permissions currently available will be included for this product profile. As and when a new permission becomes available (in this case, a new report suite), it will be automatically included too.
This is especially useful for users who require access to all report suites available, ensuring access to all newly created report suites without having to request for them.
If data control is crucial, do not enable this option. Add the permission items individually, one by one.
Once that’s done for all 5 categories, you should see something like this:
Note that REPORT SUITE TOOLS and ANALYTICS TOOLS do not have the Auto-included option.
4. Duplicate a Product Profile
On the right (referring to the picture above), you will find the Copy Permissions button. This allows you to create a brand new Product Profile with the same list of permissions.
The process is similar to creating a new Product Profile. In this case, we have disabled the User Notifications.
Once done, you will be brought to this page:
5. Copy users list from another Product Profile
For setup that requires permissioning on a very granular level, the same group of users will probably be added to many different groups. Adding users one by one can be a very tedious task in Admin Console.
To tackle that, Adobe has provided us with the option Export users list to CSV.
By doing that, we obtain a CSV file with information of all users in that particular Product Profile. This will be the same CSV file used when we import users to another product profile.
Feel free to add or remove user entries in this CSV file. Just make sure that the format remains the same.
6 columns – Identity Type, Username, Domain, Email, First Name, Last Name
Go to the Product Profile that you want the users list to be copied to. Click on the 3 dots icon and select Add users by CSV.
Either drag and drop or select the CSV file from your computer. Select Upload.
Once the users have been successfully added to the desired Product Profile, you will receive an email notification. In the email notification, you can also find the number of users that were added.
Go back to the Product Profile page and refresh it. Once done, you will see the new users.