Admin User Guide

Changes in creating, administering, editing or revoking permissions should follow Customer’s Internal policies & procedures for obtaining approval prior to making any updates.

User Account Creation

Create Contact

First step in creating a new user account is the Contact creation

Instruction	Screenshot
Click on the Clients tab in the Navigation section Click Contacts
Click Add Contact
Fill in: Position, First Name, Last Name, Mobile, Email, then click the ‘Populate Address Fields’ button (confirm this address is correct). Click ‘Save’ or ‘Save & Create User’

Create User Account

Now that the contact has been established, you can proceed with creating the User Account

Instruction	Screenshot
Click on the ‘User Accounts’ tab, then click ‘Create Account’
Select the desired contact from the ‘Contact’ drop-down list infoIf the Contact hasn’t been created, the name won’t appear in this list Click ‘Generate Password Suggestion’
Select which ‘Role(s)’ you wish to provide See below Role section for more information
Scroll down and provide the required ‘Permissions’. See below Permissions section for more information
Click ‘Create Account’

User Account Deactivation

Deactivation is a 2-step process, you need to deactivate the User Account, before deactivating the Contact.

Deactivate User Account

To Deactivate a User Account:

Instruction	Screenshot
Click on the ‘Clients’ tab, in the Navigation section click ‘User Accounts’
Locate the user that needs to be deactivated, click on their ‘User Name’ Tip: Use the ‘Search’ field to quickly find a user
Untick the ‘Active’ tick box
Click ‘Update Account’

Deactivate Contact

To deactivate a contact:

Instruction	Screenshot
Click the ‘Contacts’ tab
Locate the contact that needs to be deactivated, then click on either their ‘First Name’, or ‘Last Name’ Tip: Use the ‘Search’ field to quickly find a contact
Change ‘Status’ from ‘Active’ to ‘Historical’
Click ‘Save’

Moving Users Between Accounts

A ‘User Name’ (email address) may only be used once to identify a user account. This means to move a user between accounts, you need to first deactivate the old account before creating the new account.

Deactivate Account from Existing Child Account

Instruction	Screenshot
Click on the ‘Clients’ tab in the Navigation section, click ‘User Accounts’
Locate the the user that needs to be deactivated, click on the ‘User Name’ Tip: Use the ‘Search’ field to quickly find a user
Update the ‘User Name’ and the ‘Email Address’ fields to include .Old Untick the ‘Active’ tick box, click ‘Update Account’

Create User Account in New Child Account

To set the user up in the new Child account, follow the User Account Creation process

Reactivating a Locked User Account

Entering an incorrect password multiple times will result in the User Account being locked, this can only be unlocked by an Admin user.

Reactivate a Locked User Account

To Unlock an account:

Instruction	Screenshot
Select ‘User Accounts’ from the navigation menu
Toggle ‘Account Status’ from ‘Active Accounts’ to ‘Inactive Accounts’
Locate the ‘User Name’ that needs to be reactivated
Tick the ‘Active’ checkbox and click ‘Update Account’
The user will then need to reset their password using Forgotten Password

Roles

There are 7 roles available to choose from, these roles will automatically apply the required permissions.

Admin - Parent

This role is only relevant if you are using a parent/child account structure (have sub-accounts for separate departments). This permission sits at the parent level account and provides the user access to permissions for all child accounts (sub-accounts) that sit under the parent account.

Admin - Child

This role can be used for all account administrators, the permissions included will allow the user to administer user accounts within their own account. Note: Users assigned this role cannot administer user accounts within other child accounts.

Client (Non Admin User)

The Client Role has no permissions assigned to it, it is there to specify that a User Account is a standard User, not an Admin or Reporting User.

Reporting - Admin

The Reporting role can be assigned to anyone who needs to view or download Mobile reports including the content.

Reporting - Basic

The Reporting - Basic role can be assigned to anyone who requires basic Reporting access (excludes Message Content).

Federated ID Configuration User

The Federated ID Configuration User provides access to set up and configure Federated Access (SSO). The permissions are as follows:

Trial User

The Trial User role is only used for Non-Production accounts, i.e Customers who are trialling the Optus SMS Suite prior to signing a contract with Optus. There are no Admin permissions or Application permissions, there are only Reporting/Message Content permissions.

Permission Definitions

Below are detailed descriptions of each permission and their actions.

Admin Permissions

Permissions designated to an Admin user:

Admin Permissions

Permission	Definition
Access child companies	This permission is provided at a parent level only and provided to Admin users only This is so that you can see other child accounts sitting under the Parent level.
Client Settings – Login Settings	This permission is required if setting up Federated ID (SSO)
User Accounts & Client Contacts - Change active or inactive status on client contacts	The ability to make a contact Active or Historical
User Accounts & Client Contacts - Change active or inactive status on existing user accounts	The ability to make a User Account Active or Historical
User Accounts & Client Contacts - Change federated status for user accounts	This permission is required when setting up Federated ID (Single Sign On)
User Accounts & Client Contacts - Create new user accounts and client contacts	The ability to create new user contacts and accounts
User Accounts & Client Contacts - Edit existing user accounts and client contacts	The ability to edit existing user contacts and accounts
Grant basic permissions to child clients	This provides the ability to create/maintain permissions for other users

Application Permissions

Permissions to access, configure, or use applications:

API Configuration

These are the permissions for API Configuration, this should only be given to the person who is configuring the API.

Permission	Definition
API - Access to Mobile Gateway API configuration	Provides the user access to configure the API
API - Modify MO Callback - all clients	The ability to configure the MO Callback URL for all APIs for all child accounts (only relevant if using a Parent/Child Structure
API - Modify MO Callback - My clients	The ability to configure the MO Callback URL for a specific account only

Campaign Manager

These are the permissions for Campaign Manager, an Admin user can assign the required permission based on the user’s requirements.

Permission	Definition
Campaign Manager - Access to application	Provides users with the ability to access Campaign Manager
Campaign Manager - Administrator	Can create Message Templates - Access is normally provided to Admin users unless specifically requested
Campaign Manager - Can delete a campaign	Provides users with the ability to delete campaigns – Access normally provided to an Admin level user
Campaign Manager - Email forwarding editing - all clients	This provides access to enable email forwarding for all clients (Parent/Child structures only)
Campaign Manager - Email forwarding editing - My clients	This provides access to enable email forwarding for a specific client
Campaign Manager - View user logs	Provides users with the ability to view campaigns sent by user – Access normally provided to an Admin level user
SenderID - Dropdown	The ability to view registered Sender IDs in the drop down menu

Email2SMS

These are the permissions for Email2SMS, an Admin user can assign the required permission based on the user’s requirements.

Permission	Definition
Email2SMS - Access to Application	This provides access to all Tabs except for Domain Configurationn
Email2SMS - Access to configuration	This enables a user to edit the domain configuration

Note: A User does not need to have permission to this application in order to use this feature, permission should only be given to a user if they need to view or make changes to the Email2SMS Domain configuration

Mobile Studio

These are the permissions for Mobile Studio, an Admin user can assign the required permission based on the user’s requirements.

Permission	Definition
MobileStudio - Application access	Provides the user with the ability to access the Mobile Studio application
MobileStudio - Manage keywords and keyword responses	Provides the user with the ability to configure the Mobile Studio application to the account specifications
MobileStudio - Access to “Reply” function	Provides the user access to be able to reply to a contact via the Mobile Studio Application
MobileStudio - Email & Mobile forwarding editing - all clients	This provides access to enable email and mobile forwarding for all clients (Parent/Child structures only)
MobileStudio - Email & Mobile forwarding editing - my client	This provides access to enable email and mobile forwarding for a specific client

2FA API Configuration

These are the permissions for the 2FA API Configuration, this should only be given to the person who is configuring the API.

Permission	Definition
Two Factor Authentication API Configuration	Provides the user access to configure the API

Web2SMS

These are the permissions for Web2SMS, an Admin user can assign the required permission based on the user’s requirements.

Permission	Definition
Web2SMS - Access to own application	This provides access to the application for a specific client
Web2SMS - Access to all applications	This provides access to all Web2SMS applications (relevant for accounts using Parent/Child structure only)
Web2SMS - Admin (delete)	Provides users with the ability to delete “non shared” contacts from the account global contact list Access normally provided to an “admin” level user
Web2SMS - Settings Management	This provides users the ability to create Web2SMS templates Usually this permission is only given to Admin users unless specifically requested
SenderID - Dropdown	The ability to view registered Sender IDs in the drop down menu

Reporting Permissions

Permissions for Reporting. If only some permissions are required they can be toggled on/off where required:

Reporting Permissions

Permission	Definition
Mobile Report - View message content - my client	The ability to view message content for messages sent by everyone within your account
Mobile Report - View message content - all clients	The ability to view message content for messages sent by everyone across all accounts (Parent/Child structure only)
Mobile Report - Download message content - my client	The ability to download message content for messages sent by everyone within your account
Mobile Report - Download message content - all clients	The ability to download message content for messages sent by everyone across all accounts (Parent/Child structure only)
Mobile Report - Access to Source and Destination	The ability to see which number the message was sent from and which number it was sent to
Automated Reports - Access message content - my client	The ability to view message content for messages sent by everyone within your account – for automated reports
Automated Reports - Access message content - all clients	The ability to view message content for messages sent by everyone across all accounts (Parent/Child structure only) – for automated reports
Email2SMS Detailed Volume Report - Download message content - my client	The ability to view message content for messages sent by everyone within your account – for Email2SMS reports
Email2SMS Detailed Volume Report - Download message content - all clients	The ability to view message content for messages sent by everyone across all accounts (Parent/Child structure only) – for Email2SMS reports
Mobile Studio - View Message Content - my client	This provides access to view message content within the Mobile Studio Application - Specific client access only
Mobile Studio - View Message Content - all clients	This provides access to view message content within the Mobile Studio Application - All clients (Parent/Child Structure only)
Mobile Studio - Download Message Content - my client	This provides access to download message content from the Mobile Studio Application - Specific client access only
Mobile Studio - Download Message Content - all clients	This provides access to download message content from the Mobile Studio Application - All clients (Parent/Child Structure only)
Campaign Manager - View Message Content - my client	This provides access to view message content within the Campaign Manager Application - Specific client access only
Campaign Manager - View Message Content - all clients	This provides access to view message content within the Campaign Manager Application - All clients (Parent/Child Structure only)
Campaign Manager - Download Message Content - my client	This provides access to download message content from the Campaign Manager Application - Specific client access only
Campaign Manager - Download Message Content - all clients	This provides access to download message content from the Campaign Manager Application - All clients (Parent/Child Structure only)
Applications - Access to message content	The ability to view Message Content within applications