USER GUIDES
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, then click Settings. Select the client you want to create the contact on, then open the Contacts tab in Client Settings |
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| 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 If the Contact hasn’t been created, the name won’t appear in this list Click ‘Generate Password Suggestion’ |
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| 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
This is only applicable if there is a Parent/Child account structure present
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' | 
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| 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 |