Many marketers today rely on a host of marketing tools to help them create, distribute, and manage their marketing efforts. This may be in the form of marketing automation software, a brand management system, or any number of social following/sharing tools.

A lot of work goes into setting up these systems when they’re first implemented. However, the routine upkeep can sometimes fall short as more pressing priorities outweigh things like cleaning up data or reviewing permissions.

To get the most out of your system, it’s important to set aside time – whether it’s quarterly, yearly, or anywhere in between – to review the validity of various user roles and permissions.

This article provides three simple steps to help you keep your system current by reviewing and redefining roles and permissions.

Step 1: Review definitions of existing roles

When you initially set up your systems, these likely were already defined. They were either pre-set choices by the vendor or customized roles created by you and your team. Review what these permissions currently allow, and who is assigned to each. For example, what roles can view templates or payment options? Can all users who views approvals also make changes to the account?

Put all roles, definitions, permissions and assigned users into a spreadsheet so you have a clear view of all associations. If your system allows you to export or run a report on user permissions data, the first step will be much simpler. This will be a good starting point for the next step.

Step 2: Review business needs

Do all the roles still make sense, based on your current processes? Has the way you managed different areas changed, requiring the roles in the system to be redefined?

Also consider the organization structure at your business. Have there been personnel changes that require some users to have more or fewer permissions that maybe haven’t been updated yet?

Perhaps nothing in your processes or organization structure has changed, but the roles you currently have defined are not allowing you to work as effectively as you could. For example, when ordering products, is there a need for quicker shipping? Could roles be adjusted to accomplish this?

Look at your spreadsheet again from the first step. Start grouping like users with others who would need similar functionality and permissions. Don’t forget to include new employees or others in your organization who may not have previously had access to the system, but may need to utilize it moving forward. Then, redefine their permissions if needed.

If the permissions are managed on the backend by the vendor, be sure to communicate everything clearly to your software provider so they can help make changes and ensure your system remains secure.

Step 3: Retire old, unused roles

When doing your audit of roles and permissions, it’s out with the old and in with the new. If there are roles that you’re no longer using or no one is assigned to, remove them. If people are assigned to the role, but you wish to delete it, make sure that the user has been reassigned a new role first.

Consider where there may be gaps and if those can be filled with current roles – perhaps just with a few tweaks to permissions – or if entirely new roles need to be created.

Some quick tips for creating new roles:

• Always keep security in mind - which users can see what areas of the system, who can have full editing rights vs. just read only permissions, etc. It’s easier to set up a more secure role initially and then add permissions rather than to try to remove them. Once users have already seen those secure areas and are accustomed to navigating them, it can be harder to make these changes.
• Limit the number of roles – only create and keep the minimum number of roles you need. The more roles you have, the more challenging it is to manage them. Avoid cluttering your system with a slew of roles that may not be necessary. A clean system allows for smoother operation overall.

When finished, be sure to let your users know if changes have been made that affect them. For example, if they used to be able to access an area of the system that they are now no longer able to. This is especially important if it will change the traditional workflow that users are accustomed to.

Learn how roles and permissions in a customized brand portal allow for streamlined, efficient workflows across multiple locations and networks.