Overview
A user’s access to parts of Activate varies according to user group they are a part of. Below, we’ll examine the different roles and permissions a Activate user can have.
User Groups
Every organizations will have 3 default user groups. These groups cannot be edited or deleted. Every organization will also have the ability to create and manage their own custom user groups to grant the granularity needed for specific groups of users. Please see Create and Manage Custom User Groups for more information. This section provides a guideline for different types of users in Activate.
Activate Admins: Users in this group are authorized to manage all entities within Activate, have the ability to roll-over items year over year, and edit the organization’s profile and settings.
Activate Standard Users: Users in this group typically are a part of the organization that subscribes to Activate. The org’s admin has authorized this user to use Activate.
Activate External Users: Users in this group typically belong to an external organization. See the section titled "Non-team member experience" below for more information on what exactly users in this default group have access to.
Deal member: The user has a connection to a specific deal. Both team and non-team members can become deal members. A user becomes a deal member when they are added in the Members tab in a deal.
Task member: The user has a connection to a specific task. Both team and non-team members can become task members. A user becomes a task member when they are added in the Team task in a deal.
Permissions
Please see Activate Permissions Breakdown for more information on the different permissions that can be assigned to user groups.
Restrictions on KORE Sponsorship users
KORE Sponsorship offers more powerful and complex features for creating deals and managing assets. Activate automatically imports your deals and assets, allowing you to use Activate's user-friendly fulfillment features without giving up the power of KORE Sponsorship. Thus, you continue to manage deals and assets using KORE Sponsorship instead of Activate.
Non-team member experience
One of the default user groups, "Activate External Users" is specifically designed for organizations to place their non-team members in. Users in this group will have the following experience in Activate:
Deals: Users in the "Activate External Users" group can only view deals that they are a deal member of. They will not be able to see any other deals in Activate.
Assets: Users in the "Activate External Users" group can view a deal’s assets only if an admin user enables “Show deal asset tab for external users”) in system settings. Additionally specific assets in a deal can be marked as "Hidden" and these assets will not be visible for users in user groups without the "View Hidden Deal Assets" permission.
Tasks: Users in the "Activate External Users" group cannot delete Tasks, and they can only see and edit the tasks they are a member of. They can create new tasks for the deal if they are a deal member.
Files: Users in the "Activate External Users" group can upload files themselves, and whenever they come back to the task or deal where those files have been uploaded they will still be able to see those files. Additionally, if an organization has marked a file as "Public", these files will also be visible to users in the "Activate External Users" group.