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How to Manage Users and Set User Permissions
How to Manage Users and Set User Permissions

Learn how to add users, refine their access types, update user details, and set permissions.

Whitney W. avatar
Written by Whitney W.
Updated this week

Welcome to your go-to guide on managing the users on your account!

Looking to add or delete a user on your account? Read below to manage or change your user settings:

How do I add a new User?

Check out the steps below to walk you through how to add a new user:

  1. Select Account

  2. Select Manage Users

  3. Click on the Add User button in the top right-hand corner of the page

  4. Complete the Add User form. For further details of User Permission, check out the bottom of this article.

  5. Once created, the new user will be sent an email invitation requesting that they set their password.

  6. Select your time zone during the initial user setup to receive reports during the correct business hours.

  7. Select Save

How do I delete a User?

Check out the steps below to walk you through how to delete a user:

  1. Go to the Manage Users

  2. Hover over the user

  3. Select 'Delete'

  4. Click 'Ok' to confirm

How do I update User Preferences?

You have the ability to change your user preferences for language, time zone, start page and default account. In order to update your preferences follow the steps outlined below:

  1. Select Account

  2. Select Profile

  3. Click into the Preference drop down of choice

  4. Select your Preference(s)

  5. Select Save

Language Preference -

Choose the language you wish your Meltwater Account to appear in. The options include:

  • Arabic

  • Chinese (Simplified)

  • Chinese (Traditional)

  • Danish

  • Dutch

  • English

  • Finnish

  • French

  • German

  • Japanese

  • Norwegian

  • Portugese

  • Spanish

  • Swedish

Time Zone -

Choose the time zone you wish your account to be set to. When creating your daily digest, reports, etc.. this is the time they will be sent.

Start Page -

Choose the page you would like your Meltwater account to open to when you login.

Default Account -

If you have more than one Meltwater account you can set your default account here.

Optional Multi-factor Authentication

Multi-factor Authentication, also known as MFA, is available on your profile page in Meltwater. Work safer and smarter with added security and protection. While MFA is optional, it delivers added security for those who enable it.

Note: Due to the existing login and security requirements established with Single Sign-On, if your company has SSO enabled, the MFA toggle in Profile settings will not appear. More information about Account Setup can be found here.

Navigate to Account in the navigation bar. Select Profile. Next, toggle the MFA option on or off.

Select “Save” and then log into your Meltwater account again to authenticate, or wait until the next time you log in.

Different types of users: Administrators and Viewers

  1. Administrators: have the ability to create, edit and delete searches and dashboards. They can also update other users' settings such as adding users and assigning users to social profiles for Meltwater Engage.

  2. Viewers: can conduct ad-hoc searches but cannot save them. They can also configure their own reports and personalize how they consume content streams in the application.

Only Administrators can change a user type. To change a user type follow these steps:

  1. Visit the Manage Users page

  2. Click into the user

  3. Update the selection under Permissions

  4. Select save

If the user is currently logged into Meltwater when this change has been made, please ask them to log out and re-enter their credentials to see the changes reflected in their account.

Viewer Capabilities and Restrictions

Monitor

Viewer users will be able to access all available features in the Monitor including:

  • Creating/editing the list of favorite inputs

  • Changing the monitor date range

  • Selecting one or multiple documents

  • Tagging documents

  • Sharing documents by email, or to Facebook, or Twitter

  • Changing document sentiment

  • Translate document

  • Export documents

However, Viewers will not be able to create reports from the report settings button in monitor.

Dashboards

Viewers will not be able to create new dashboards, but they will be able to set a saved dashboard as the home dashboard. Viewers also are not able to create reports via the report settings button. They will be able to invite collaborators and email the dashboard.

Viewers are not able to edit the dashboard or specific widgets.

Dashboard widgets can be expanded and all of the available functions of the content stream are able to be used. For graph widgets, Viewers are able to click on data points in the graph and change the display for viewing only. Viewers also have the ability to export dashboards as PDF, Image, Excel (Raw Data), and Excel (Analytics).

Media Relations

All features in Media Relations are available for Viewers.

Search

Viewers can view and create new searches but are not able to save or delete searches. A prompt will come up to save the search if a user navigates to another page, but the user will not be able to.

Tags

Viewers have access to all available features for Tags.

Share

Viewers are able to create distributions for existing newsletters and modify existing newsfeeds.

Advanced User Permissions

When adding a new user, or editing an existing one, there are advanced user permissions that allow administrators the ability to grant Admin, Viewer, and No access for users, at the individual Meltwater module level.

For example, you can set a user's access to admin for Explore, viewer for Analyze, and No Access for Engage. This allows them the ability to have full control over their daily task area, visibility into another tangential team, and no access or visibility into another area entirely.

The No Access role is a new feature and will remove a user's ability to see or even navigate to a specific Meltwater module.

For example, a user with No Access to Explore, will not see Explore in the Navigation bar, on the home screen, nor will they be able to navigate to it via a direct link to Explore (i.e. https://app.meltwater.com/explore/list)\, even if other members of your team can.

Each module under Advanced User Permissions is further explained below:

Explore/Content

Admin - User will have full access to view and make changes to the searches, tags, labels, monitor and other items in the content area.

Viewer - User will have same access as an Admin user but only able to create ad hoc searches - the user can not save searches.

No Access - User will not be able to view these features as "Explore" is removed from the navigation bar.

Report

Admin - User will have full access to the Report tab, allowing them to view and make changes to Digest Reports, Insight Reports (if applicable), Digital Marketing Insights (if applicable), Custom Score Reports (if applicable).

Viewer - User will be able to view all features within the Report tab but can not create new reports.

No Access - User will not be able to view any features falling under Report as "Report" is removed from the navigation bar.

Engage

Admin - User will have full access to the Engage tab allowing them to view and make changes to Conversations, Publish, and Asset Library.

No Access - User will not be able to view any features falling under Engage as "Engage" is removed from the navigation bar.

To learn more about Engage User Permissions, check out the article, User Governance in Engage.

Share

Admin - User will have full access to the Share tab allowing them to view and make changes to Newsletters and Newsfeeds.

Viewer - User will be to create distributions for existing newsletters and newsfeeds but can not create and save new newsletters and newsfeeds.

No Access - User will not be able to view any features falling under Share as "Share" is removed from the navigation bar.

Media Relations

Admin - User will have full access to the Media Relations tab allowing them to view and make changes to My Contacts, Search, and Outreach.

Viewer - User has full access, same access as Admin.

No Access - User will not be able to view any features falling under Media Relations as "Media Relations" is removed from the navigation bar.

Analyze

Admin - User will have full access to Analyze allowing them to view, make changes and create dashboards and reports under Analyze, including Social Analytics.

Viewer - User will be able to view dashboards and reports under Analyze but can not create new dashboards or edit dashboards or specific widgets. User can set a saved dashboard as the home dashboard.

No Access - User will not be able to view any features falling under Analyze as "Analyze" is removed from the navigation bar.

Account

Admin - User will have full access to everything in the Account tab such as Profile, Third Party Integrations, Social Connections, and Approved sender. Everything except Manage users.

Viewer - User will be able to view Account settings but unable save any changes made.

No Access - User will not be able to view any features falling under Account as "Account" is removed from the navigation bar.

Manage Users

Admin - User will have full access to Manage Users (under Account tab) allowing them to add, edit, and delete users as well as modify their application permissions.

Viewer - User will be able to view Manage Users but not be able to modify any users on the account.

No Access - User will not be able to view manage users as "Manage Users" is removed from the navigation bar.

Meltwater API

Admin - User will have full access to everything for the Meltwater API including managing API tokens.

No Access - User will not be able to Manage API tokens but will still be able to review API usage data.

How to Update a User's Visibility

The Visibility option allows you to customize the features which can be viewed within your Meltwater system for each user. This is ideal for meeting the unique needs of each user, such as ensuring your C Suite only views their top 5 search folders.

You can enable or remove the visibility of:

  • Dashboards

  • Searches

  • Tags

  • RSS Feeds

Any Administrator users can update the visibility settings of all users within your account. These updates can be done in bulk by selecting multiple users at once or individually.

  1. Select Account

  2. Select Manage User

  3. Via the tick box, select the users to have their visibility updated

  4. Select Set Visibility

  5. Via the tick box, deselect the searches to remove them from the view of the selected user

  6. Select Save

How to help your New User get started

Now that your New User has been added, they will also be sent an email prompting them to log into the system and set up a password. To help them get started, we'd recommend sharing the Meltwater Overview article.

We have this article as a go-to guide for new users and includes links to training materials, videos, and basic areas of the platform they will want to become familiar with.

💡 Tip

Need more help? Feel free to reach out to us via Live Chat or check out our Customer Community.

Find answers and get help from Meltwater Support and Community Experts.


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