Permissions

There are 4 permissions associated with New Email Editor

1. Email Editor - Full Access
2. Email Editor - Restricted Access
3. Email Editor  - Empty Rows Access
4. Subject Line access for emails

Email Editor Full Access

Full access allows admins to create, modify, duplicate and delete email templates and saved rows (reusable rows). Admin can lock/unlock content in template. Admin can also predefine subject lines that can be used when using the template in touchpoints i.e.  in Campaign, Notification template, Membership, Survey, Journey and any other place in the dashboard where new editor is embedded.

All permissions associated with this access applies for both Corporate and Franchise. But the corporate hierarchy does provide some privileges. Corporate can create templates for Corporate use and also share them to Franchises. Corporate can also use the templates created by franchisees. 

Email Editor Restricted Access

Restricted access allows admins to use email templates, media and saved rows (reusable rows) published by full access admins.  Admin cannot create, modify, duplicate and delete email templates and saved rows. Admin cannot make changes to locked content in template.

All permissions associated with this access applies for both Corporate and Franchise. 

Email Editor Empty Rows Access

Empty rows access allow admins to use empty and default rows in the editor when creating templates. By default, full access users are allowed to use empty and default rows. 

Subject Line Access for Emails

This permission allows admins the edit access to Subject line for email message component field across all the touchpoints on platform. For e.g. Campaigns, Notification Templates, Membership Levels etc. 

Admins without this permission will only have read access to the subject field of email message component. They would be able to use “Subject Line Recommendations” as configured on Email Templates by admins with “Email Editor - Full Access”permission.

Admins will now see a new field “Subject Line Recommendations” across all touch points. Admins can choose one of the recommended subjects to go out in the emails. Also, if they have the “Subject Line Access” permission, they will be able to edit or add a completely new subject to their emails.

Scoping of templates and saved rows for Corporate and Franchise Hierarchy 

When Franchise module is enabled

•  Corporate user with full access  
  • can create drafts for their own use
  • can create and publish template for their own use
  • can create and publish template for franchises use
  • can create a reusable row (saved row) and publish for their own use
  • can create a reusable row (saved row) and publish for franchises use
  • can access drafts, templates and saved rows published by Franchises
    • can edit, delete, duplicate drafts, templates and saved rows published by Franchises
  • can lock a complete row (Header, Footer) in a template so that restricted access admins can NOT make any changes to the row.
  • can lock a particular row, and leave a module (section of row) unlocked as a placeholder for  restricted access admins to configure.
  • can leave a row unlocked as a placeholder for restricted access admins to fill.
• Corporate user with restricted access
  • has read only access to templates and saved rows published by Corporate Full access admin
  • has read only access to templates and saved rows published by Franchises
  • can use the available templates and saved rows in touchpoints
  • cannot edit a locked Row  or locked module or the contents in it
• Franchise user with full access  
  • can create drafts
  • can publish template for their own use (this can be accessed by Corporate)
  • has read only access to templates and saved rows published by the Corporate in their respective listing page
  • can lock a complete row (Header, Footer) in their own template so that restricted access admins can NOT make any changes to the row.
    • can lock a particular row, and leave a module (section of row) unlocked as a placeholder for  restricted access admins to configure.
  • can leave a row unlocked as a placeholder for restricted access admins to fill.
  • can create a reusable row (saved row) and publish for their own use (this can be accessed by Corporate)
• Franchise user with restricted access
  • has read only access to templates and saved rows published by their Franchise full access admin
  • has read only access to templates and saved rows shared by Corporate in their respective listing page.
  • can use the available templates and saved rows in touchpoints
  • cannot edit a locked Row  or locked module or the contents in it.

When Franchise module is disabled

• There is no hierarchy of Corporate and Franchise
• Admins with full access
  • can create drafts for their own use
  • can create and publish template for their own use
  • can create a reusable row (saved row) and publish for their own use
  • can lock a complete row (Header, Footer) in a template so that restricted access admins can NOT make any changes to the row.
  • can lock a particular row, and leave a module (section of row) unlocked as a placeholder for  restricted access admins to configure.
  • can leave a row unlocked as a placeholder for restricted access admins to fill.
• Admins with restricted access
  • has read only access to templates and saved rows published by Corporate Full access admin
  • can use the available templates and saved rows in touchpoints
  • cannot edit a locked row or locked module or the contents in it

View Templates List

Overview

1. This section is available to both Full access and restricted access admins. 
2. The listing of templates in the page is based on hierarchy and permissions.
3. View
1. For business with FZ module enabled,templates list will now have multiple repositories 
   1. Corporate Admins 
   1. will have the following repositories in their template listing page viz., ‘My Templates’ repository, ‘Shared with Franchise’ repository and separate repository for each Franchise under them
   2. can see drafts and published in ‘My Templates’ repository; can see only templates shared to Franchises in ‘Shared with Franchise’ repository; can see drafts and published templates of Franchises in franchise repositories.
   2. Franchise Admins
   1. will have the following repositories in their template listing page viz., ‘My Templates’ repository, ‘Shared with Me’ repository
   2. can see drafts and published in ‘My Templates’ repository; can see only templates shared by corporate in ‘Shared with Me’ repository
   3. A Franchise admin cannot see templates of other franchises.
   3. For business without FZ module enabled,templates list will have only ‘My Templates’ repository
   4. In Touchpoints
   5. All admins can see only published templates from their list. 
4. CRUD
   1. Corporate Full access
      1. can perform all CRUD operations to templates in ‘My Templates’ repository i.e. Create, Edit, Delete, Duplicate, Export, Archive. They can move templates within My Templates repository
      2. can perform Edit, Delete, Duplicate, Export  in ‘Shared with Franchise’ repository . They can move templates within Shared with Franchise repository
      3. can perform Edit, Delete, Duplicate, Export in Franchises repositories. They can move templates within a Franchise’s repository. 
      4. For business with FZ module enabled, admins can share templates to Franchises and revoke when needed.
   2. Franchise Full access 
      1. can perform CRUD operations to templates in ‘My Templates’ repository i.e. Create, Edit, Delete, Duplicate, Export. They can move templates within My Templates repository
      2. For templates shared by corporate, they can only preview it and cannot make any CRUD operations.
   3. Corporate Restricted access
      1. Read only access to ‘My Templates’ repository, ‘Shared with Franchise’ repository and Franchises repositories.
   4. Franchise Restricted access 
      1. Read only access to ‘My Templates’ repository, ‘Shared with Me’ repository.
   5. In Touchpoints
      1. All admins can use only published templates from their list.

How to Do It

1. To access master list go to Settings -> Email Templates 
2. CRUD actions can be performed by hovering over the thumbnail of the template and clicking on the respective icon for required CRUD action.

Filter a Franchise Repository

Overview

This feature is available only for Corporate Full access and restricted access admins in email templates list and saved rows list. 

How to Filter templates/saved rows of a Franchise

1. To access templates list go to Settings -> Email Templates. To access saved rows list go to Settings -> Content Library -> Saved Rows
2. Find the ‘Find Franchise’ dropdown above the repositories.
3. Click on the dropdown arrow in the search bar to expand the list
   
   
4. It will display the list of franchises in the business that has templates.
   
   
5. Click on the required franchise. Repository of the franchise will be highlighted.
6. To search for a particular franchise enter the franchise name in the search bar in the dropdown. Matching results will be displayed in the list.
7. To clear filter click on the ‘x’ icon in the dropdown.

Sorting of Folders in Templates List

Overview

This feature is available for all admins in email templates list and saved rows list. 

How to Filter templates/saved rows of a Franchise

1. To access templates list go to Settings -> Email Templates.
2. Click on ‘Sort Folders by’ dropdown to expand the list
   
   
3. List will expand and display multiple sorting options.
4. Click on the necessary option by which you want the folders to be sorted.
5. Sorting of categories of saved rows can be performed in the same approach.

Create a New Email Template

To create a new email template using the editor, navigate to Settings > Email Templates and click the + New Template button to open the Email Editor. Refer to the Email Templates doc for more detailed information.

Refer to the following sections when building the new template:

Column Management

Add a column

_{Click and drag a row into the editor or select an existing row in editor. See for 'Row properties' on the right side of the panel and scroll down to see 'Customize columns' Click on add new to add a column.}

Resize a column

_{Select row in editor. See for 'Row properties' on the right side of the panel and scroll down to see 'Customize columns'. Click on the divider present between. Now move the divider back and front to adjust the column size as per your requirement.}

Delete a column

_{Select row in editor. See for 'Row properties' on the right side of the panel and scroll down to see 'Customize columns'. Click on the column to be deleted. Now click on delete present below it.}

_{Watch the Video}

_{https://screencast-o-matic.com/u/FoTn/bee-column-management?utm_source=bee-plugin&utm_medium=email&utm_campaign=column-management-teaser} 

Content

Drag a content tile into a content area to add it. Check the following sections for more detailed information about each content type:

Rows

_{Drag and drop one of the row templates (full row, divided, etc.) to add a new area in which to place content.}

Do Not Stack on Mobile

For each row you add to the template, you can specify whether or not to stack the components of that row when it is displayed on a mobile device. You can see the difference in the image below.

Display Condition

Display conditions are not currently operational as of now. It is recommended not to add any display conditions, as there is no server-side application support to parse those conditions.

Settings

Set default options for the entire template.

Resize Content Area

Click the Settings tab at the far right and use the slider to increase/decrease the content area width. 

Background Color / Content Area Background Color

Choose background colors for each row as well as the template as a whole. The Content area background color you select here becomes the default color for each new row you add (you can still change the background color of any individual content area later on).

Preview

Click the Actions drop-down and select Preview at any time while designing your template to see what it will look like when viewed on a desktop and/or mobile screen.

Adding a Dynamic Tag (Merge Tag) in Template

Overview

This feature is available for full access admins. Dynamic tags (Merge Tags) can be added in a template from Email Templates list or any touchpoints. The list of tags will vary depending on the place in the dashboard from where the template is created/edited.

How to add merge tags

1. Drag and drop a text box in the editor
2. Click edit to open the rich editor panel.
3. Click on ‘More’ button in the rich editor panel.
4. Click ‘Search Tags’
   
   
5. List of tags will appear. 
6. Click on the required tag. The list of tags will vary depending on the place in the dashboard from where the template is created/edited. 
   1. List will include the tags that are only associated with the particular touchpoint.
   2. If merge tags is accessed from Email Templates list, then list will include all available merge tags.
7. Click Insert.
   
   
8. You can also search a merge tag from the ‘Find merge tags’ search bar.

Use an Email Template in a Campaign or as a Notification Template

Overview

Admins are allowed to use templates created via email editor in touch points as long as they have necessary Campaign and other touchpoint permissions. Drafts cannot be used in touchpoints. Empty folders cannot be viewed in templates list in touchpoints. Only published templates can be viewed and used in touchpoints. 

All campaigns with messaging (and one email-based notification template) are enabled to use templates created with the email editor tool.

How to use templates

1. To link an email template to a campaign, click the Enable New Email Template toggle in Step 2 of the campaign creation flow.
2. To use an email template as the Confirmation Email notification template, navigate to Settings > Notification Templates > Confirmation Email and click the Enable New Email Template toggle.
    
3. View list of templates.  Only published templates can be viewed.
4. Hover over the thumbnail of a template that needs to be attached. You can see a ‘Choose  this template’ icon. 
5. Click on it. Template will open in the editor.
6. Make any necessary changes.
7. Click ‘Save & Close’. Template will be saved to the touchpoint. 

Create an Email Template Draft

Overview

Only admins with full access can create drafts. Admins can create drafts only in their repository i.e. My Templates.

How to Create Drafts

1. Click New Template in the Templates list page. 
2. Give a name and description
3. Design the template
4. Click ‘Save as Draft’. Draft will be saved under the folder from where admin navigated from the list.
5. A draft can be published for use in touchpoints.

Publish Email Template

Overview

Only admins with full access can publish templates.  Corporate Admins can publish templates either for Corporate use on their repository or publish and share to Franchise use in Shared with Franchise repository. Franchise Admins can publish templates in their own repository.

How to Publish Templates

1. Click New Template
2. Give a name and description
3. Design the template
4. Click ‘Save & Publish’
5. Will be published only for Corporate use if ‘Available for Franchise use’ checkbox is unchecked
   
6. Will be published for Franchises as well if ‘Available for Franchise use’ checkbox is checked
   
7. Published template cannot become draft again.
8. A draft can also be published by clicking on edit and following the same steps as detailed above.
9. A corporate full access admin can publish draft of Franchise in the Franchise’s own repository. 

Move multiple templates/saved rows

Overview

This feature is available for all Full access admins in email templates list and saved rows list. The supported use cases are 

1. Move single template/saved row from a source folder to destination folder
2. Move multiple templates/saved rows from a source folder to destination folder
3. Move all templates/saved rows from a source folder to destination folder

How to move multiple templates/saved rows

1. Go to Email templates list/saved rows list
2. Go to a folder from where you want to move templates i.e. source folder. In case of saved rows this will be source category.
3. Hover on a template/saved row and look for checkbox.
   
   
4. Click on it to check the checkbox. 
5. Repeat this for all the templates that need to be moved.
6. Once checking the checkbox for all required templates drag and drop any checked template into the destination folder.
7. All the checked templates will be moved to the destination folder.
8. To move all templates from a folder
   1. Check the checkbox of a template in the source folder
   2. Once the checkbox is checked, ‘More Options’ dropdown will appear next to ‘Find Templates’ search bar.
   3. Click to expand the dropdown.
      
      
   4. Click on ‘Select all templates’
   5. Now drag and drop any checked template into the destination folder.

Share and Revoke sharing of multiple templates/saved rows

Overview

This feature is available for all Corporate Full access admins in email templates list and saved rows list. The supported use cases are 

1. Share single template/saved row
2. Revoke sharing of single template/saved row
3. Share multiple templates/saved rows from folder/category
4. Revoke sharing of multiple templates/saved rows from folder/category
5. Share all templates/saved rows from a folder/category
6. Revoke sharing of all templates/saved rows from a folder/category

How to sahre multiple templates/saved rows

1. Go to Email templates list/saved rows list
2. Go to My Templates folder from where you want to share templates. In case of saved rows this will be a category.
3. Hover on a template/saved row and look for checkbox.
   
   
4. Click on it to check the checkbox. 
5. Repeat this for all the templates that need to be shared.
6. Once checking the checkbox for all required templates click on ‘More Options’ dropdown available next to ‘Find Templates’ search bar.
7. Click to expand the dropdown.
   
   
8. Click on ‘Share with Franchises’.
9. A confirmation popup will appear. Click on ‘Yes, Share’ in the popup.
10. All the checked templates will be shared to Franchises.
11. To share all templates from a folder
    1. Check the checkbox of a template in the source folder
    2. Once the checkbox is checked, ‘More Options’ dropdown will appear next to ‘Find Templates’ search bar.
    3. Click to expand the dropdown.
    4. Click on ‘Select all templates’
    5. Now click ‘More Options’ dropdown again
    6. Click on ‘Share with Franchises’
12. To Revoke Sharing
    1. Click‘More Options’ to expand the dropdown.
    2. Click on Revoke sharing with Franchisees all templates’.

Lock and Unlock Rows

Overview

Admins with full access can now lock rows or content in a row in a template so that admins with restricted access cannot make changes to the locked portions in the template.

How to Lock Rows

1. Admins with full access can now lock rows or content in a row in a template so that admins with restricted access cannot make changes to the locked portions in the template.
2. To access go to Settings -> Email Templates -> New Template
3. Select a row in Editor
4. Look for Unlocked toggle in Rows Panel
5. Toggle to Lock the row for restricting Franchise edits
   
   

How to Unlock Rows 

1. Select the locked row in Editor
2. Look for Unlocked toggle in Rows Panel
3. Toggle to Unlock the locked row to allow for Franchise edits
   
   

Lock and Unlock Modules

How to Lock Modules

1. Select a module in a row
2. Look for Unlocked toggle in Rows Panel
3. Toggle to Lock it for restricting Franchise edits
   
   

How to Unlock Modules 

1. Select the locked module
2. Look for Unlocked toggle in Rows Panel
3. Toggle to Unlock the locked module to allow for Franchise edits

Saved Rows Overview

1. Save Rows allows users to select a row in a message and save it for later use. Saved Rows can be accessed from Content Library under settings
2. This section is available to both Full access and restricted access admins. 
3. The listing of templates in the page is based on hierarchy and permissions.
4. View
1. For business with FZ module enabled, saved rows list will now have multiple repositories
   1. Corporate Admins  - will have the following repositories in their listing page viz., ‘My Saved Rows repository, ‘Shared with Franchise’ repository and separate repository for each Franchise under them
   2. Franchise Admins  - will have the following repositories in their listing page viz., ‘My Saved Rows’ repository, ‘Shared with Me’ repository
   3. For business without FZ module enabled, list will have only ‘My Saved Rows’ repository
5. CRUD
   1. Corporate Full access
      1. can perform all CRUD operations to saved rows in ‘My Saved Rows repository i.e. Create, Edit, Delete, Duplicate. They can move saved rows within My Templates repository
      2. can perform Edit, Delete, Duplicate in ‘Shared with Franchises’ repository. They can move saved rows within Shared with Franchise repository.
      3. can perform Edit, Delete, Duplicate in Franchises repositories. They can move saved rows within a Franchise’s repository.
      4. For business with FZ module enabled, admins can share saved rows to Franchises and revoke when needed.
   2. Franchise Full access 
      1. can perform CRUD operations to saved rows in ‘My Saved Rows repository i.e. Create, Edit, Delete, Duplicate. They can move saved rows within ‘My Saved Rows’ repository
      2. For saved rows shared by corporate, they can only preview it and cannot make any CRUD operations.
   3. Corporate Restricted access
      1. Read only access to ‘My Saved Rows repository, ‘Shared with Franchise’ repository and Franchises repositories.
   4. Franchise Restricted access 
      1. Read only access to ‘My Saved Rows’ repository, ‘Shared with Me’ repository.

How to Create, Edit, Duplicate, Delete Saved Row 

Only full access admins can Create, Edit, Duplicate and Delete Saved Row

Create

1. Go to Settings -> Content Library -> Saved Rows -> New Saved Row
2. Click on New Saved Row in homepage
3. Creation page opens with Email Editor
4. Design a row and click on it
5. Look for Save icon
   
6. Click on it
7. Fill the fields in Popup and click Save.
8. Click ‘Back to Content Library’ in page to go back to homepage
   
   

Edit

1. Click on Edit icon that appears on hovering the thumbnail of a saved row
2. Edit Row page will appear
3. Make Changes to a Saved Row 
4. Click on row to see Save Row icon
5. Click update to update the saved row or click ‘Save as’ to save it as a new saved row
   
   

Duplicate

1. Click on duplicate icon that appears on hovering the thumbnail of a saved row
2. Saved row will be duplicated and displayed under the same folder where the original is existing.

Delete

1. Click on delete icon that appears on hovering the thumbnail of a saved row
2. Confirmation message will appear in popup.
3. Click on ‘Yes, Delete. Saved row will be deleted.

Use Saved Rows in Templates

1. Click Content Panel in the Editor when creating or editing a template. Any admin can access Save row content block in Editor.
   
2. Drag the Save Row content block and drop it in template editor 
3. Click on ‘Browse’ in the save row placeholder that appears once the block is dropped.
4. A popup will appear displaying the available list of saved rows. 
5. Click on the saved row that needs to be configured to template. The saved row will be added to the template.
   
6. Search the list using the name of the saved row to filter results in the list.
7. Choose the required saved row and click on it. The selected saved row will be embedded in the template in the place where Save Row block was dropped.

Revoke Sharing of Published Email Templates /Saved Rows

Overview

Sharing can be revoked only by Corporate full access admin. They can revoke a template or saved row shared with Franchise.

How to Revoke Sharing of Templates

1. Go to Shared with Franchise repository in Templates list
2. Edit the template for which sharing has to be revoked 
3. Uncheck the ‘Available for Franchise use’ checkbox.
4. Click ‘Save & Close’
5. Template sharing is revoked and moved to My Templates repository under the instance of the same folder where it was existing in ‘Shared with Franchise’ repository. Revoking will not affect if the template is already attached in any touchpoint. 
6. If a folder in ‘Shared with Franchise’ repository does not have any shared template then it will be hidden from the repository view.

How to Revoke Sharing of Saved Rows

1. Go to Shared with Franchise repository in Saved Rows list
2. Edit the Saved Row for which sharing has to be revoked 
3. Click on the row in Editor
4. Click on the Save row icon. A confirmation popup will appear.
5. Click ‘Update’. Save Row popup will appear.
6. Uncheck the ‘Available for Franchise use’ checkbox.
7. Click ‘Save’
8. Saved row sharing is revoked and moved to My Saved Rows repository under the instance of the same folder where it was existing in ‘Shared with Franchise’ repository. Revoking will not affect if the saved row is already attached in any template. 
9. If a Category in ‘Shared with Franchise’ repository does not have any shared saved row then it will be hidden from the repository view.

Create recommended Subject Lines for template

Overview

Only full access admins can add subject lines to a template. They can also edit or delete the added subject lines. Any number of subject lines can be added to a template. The added subject lines will display as recommended subject lines in ‘Subject Line Recommendations’ dropdown in touch points.

How to create recommended subject lines

1. Click New Template
2. Click Design Tab
3. Design the template
4. Click Subject Tab
   
5. Click Add to add a new Subject line.
6. Popup will open. Enter a Subject and click Save.
   
7. Click on the default icon in a subject line to Set it as default.
   
   

Use recommended Subject Lines

Overview

Admins are allowed to use recommended subject lines in touch points as long as they have necessary Campaign and other touchpoint permissions. The recommendations will appear as drop-down only when the new editor toggle is ON and a template is selected. The selected subject line recommendation will populate in subject line field in the respective touchpoint page. This value will be set as the subject for the email. Admins with ‘Subject Line access for emails’ permission can modify the value.

 How to use recommended subject lines

1. Go to Campaigns or any touchpoint
2. View list of templates
3. Choose a template
4. ‘Subject Line Recommendations’ field will appear on the page once a template is selected.
5. Choose a Subject Line from dropdown.
6. Selected Subject line will appear in the Subject field present in the page. 
7. Value in the Subject field will be set as subject for the email. Admins with ‘Subject Line access for emails’ permission can modify the subject line. 

Filter Templates/Saved Rows from List

1. Go to Templates or Saved rows List and click on Filter icon next to search bar
2. Following values will appear
1. Filter by Tags
2. Filter by Created By
3. Filter by Status (will appear only for Templates list)
3. Filter by Tags 
1. Click on ‘Filter by Tags’. 
2. Filter field will appear.
3. Enter the tag value to be searched for
4. List will filter and display results matching the tags
4. Filter by Created By
1. Click on ‘Filter by Created By’. 
2. Filter field will appear.
3. Enter the user to be searched for
4. List will filter and display results matching the tags
5. Filter by Status
1. Click on ‘Filter by Created By’. 
2. Filter field will appear
3. Click on filter dropdown to see the following values for Corporate admin 
   1. Draft 
   2. Available for Corporate use 
   3. Available for Franchise use.
      
4. Click on filter dropdown to see the following values for Franchise admin
   1. Draft
   2. Published
5. Select the value. List will filter and display results matching the status.
6. Any filter can be cleared by clicking on the close icon next to the filter field.
7. Multiple filters can be applied to filter the list.

Remove Template

Overview

Any admin who is able to attach a template to touchpoint can remove the template from it.

 How to remove template

1. Hover over the thumbnail of the attached template. You can see Remove Template icon
2. Click on it. A warning message will appear in popup with actions ‘Yes, Remove’ and ‘Cancel’
3. Click on ‘Yes, Remove’ to remove the template. 
4. This will remove the template as well as text email template value from the ‘Text email template’ field.

Use Images in Template

Overview

Images can be accessed via ‘Media’ block in email editor. Admins with full access can access media block in Email Templates list, and Content Library.

In touchpoints, any admin who is able to attach a template can access the media block. 

How to use images

1. Hover over the thumbnail of the attached template. You can see Remove Template icon
2. Click Content Panel in Editor when creating or editing a template 
   
3. Drag the Media content block and drop it in template editor 
4. Click Browse in the Media block dropped in editor
5. List of media available under Media Manager inS settings will appear here.
   
   
6. Choose the required image and click on it.
7. The selected image will be embedded in the template in the place where the media block was dropped.

Additional Materials

For more information on the Email Editor features and key enhancements on roles & permissions functionality released in August 2020, please refer to Email Editor Overview Presentation attached to this article.