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Managing Users and Setting User Permissions
Managing Users and Setting User Permissions

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

Cheyenne V. avatar
Written by Cheyenne V.
Updated in the last 15 minutes

User management is a critical aspect of maintaining the security and efficiency of any platform. It involves creating user accounts, assigning roles, and setting specific permissions based on the user’s role within the organization.

This article will cover:

Different User Types

Administrators

Administrators can change aspects of any tool in the Meltwater subscription, such as searches in Explore, dashboards in Analyze, etc. They can also edit, delete, and update permissions for other users.

Viewers

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.

No Access

The user does not have access to certain or all parts of the Meltwater tool. You will receive this notice when attempting to access a tab you do not have access to. Work with the admin on your Meltwater account to adjust your permissions.

Adding a User and Assigning Permissions

Only Administrators can add users and assign them permissions. If you are an admin on your Meltwater account and want to add users and assign permissions, follow these steps:

  1. Select the Account drop-down on the left-hand navigation bar

  2. Select Manage users

  3. Click Add user in the top right-hand corner

  4. Fill in all required fields identified with an *

  5. Check the box next to Send email invite

  6. To assign user Permissions

    1. Navigate to the Permissions section

    2. Click the drop-down next to each tool

      Note: Each drop-down is associated with a specific tool in your subscription. Only the tools you have purchased will be reflected in the Permissions section.

      For example, Explore/Content encompasses searches, tags, labels, and other items in the Content area; Analyze refers to the Analyze dashboard features and associated tools, etc.

    3. Select a Permission

      1. Admin: User will have full access to that tool in your subscription

      2. Viewer: User will be able to view this tool in your subscription but will not be able to make any changes

      3. No Access: User will not be able to view any features in this particular tool of your subscription.

  7. Once all fields are complete, click Add user

Note: Once the user has been created, they will receive an email invite in their inbox to create login credentials. They will then be able to log into the Meltwater account.

Editing and Deleting User Preferences, Permissions, and Visibility

Editing a User’s Permissions

Only Administrators have the ability to edit and update user permissions. Follow the below steps if you are an administrator who would like to make edits to an existing user:

  1. Select the Account drop-down in the left-hand navigation bar

  2. Select Manage users

  3. Click the user you want to edit

  4. Click into the Permission drop-down of choice

  5. Edit that Permission

  6. Select Save user

Editing Your Own Preferences

While you cannot make changes to your permissions if you are not an administrator, you can still edit your preferences, such as time zone and language as a viewer. To do so, follow these steps:

  1. Select the Account drop-down in the left-hand navigation bar

  2. Select Profile

  3. Click into the Preference drop-down of choice

    1. Department

    2. Language: Choose the language in which your Meltwater Account will appear.

    3. Time Zone: Choose the time zone you want your account to be set. When creating your daily digests, reports, etc., this will be the time the report is sent in.

    4. Start Page: Choose the page you would like your Meltwater account to open to when you log in.

    5. Default Account: If you have multiple Meltwater accounts, you can set your default account here.

  4. Select your Preference

  5. Click Save

Updating a User’s Visibility

The Visibility option allows you to customize the features that 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 searches. You can enable or remove the visibility of the following:

  • Dashboards

  • Searches

  • Tags

  • RSS Feeds

Only Administrators can update the visibility settings of all users within your account. If you are an administrator who would like to update a user’s visibility, follow these steps:

  1. Select the Account drop-down in the left-hand navigation bar

  2. Select Manage User

  3. Hover over the user you want to edit visibility for

  4. Select Set Visibility

  5. Deselect the searches to remove them from the view of the selected user

  6. Select Save

Deleting a User

Only Administrators can delete users. If you are an Admin on your Meltwater account and want to delete a user, follow these steps:

  1. Select the Account drop-down on the left-hand navigation bar

  2. Select Manage users

  3. Hover over the user you want to delete

  4. Select Delete user

  5. Click OK

Types of Permissions

Each module under 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 the same access as an Admin user but can only create ad hoc searches - the user can not save searches.

  • No Access: User cannot view these features as Explore will be removed from their 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), and Custom Score Reports (if applicable).

  • Viewer: User can view all features within the Report tab but can not create new reports.

  • No Access: User cannot view any features falling under Report as Report will be removed from their navigation bar.

Engage

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

  • No Access: User cannot view any features under Engage as Engage will be removed from their navigation bar.

Learn more about Engage User Permissions.

Share

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

  • Viewer: User can create distributions for existing newsletters and newsfeeds but can not create and save new newsletters and newsfeeds.

  • No Access: User cannot view any features falling under Share as Share will be removed from their 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 cannot view any features falling under Media Relations as Media Relations will be removed from their 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 under Analyze as Analyze will be removed from their 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 to 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 cannot view manage users as Manage Users will be removed from their 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.

Multi-factor Authentication (Optional)

Multi-factor Authentication, also known as MFA, is available on your profile page. This allows you to work safer and smarter with added security and protection. While MFA is optional, it delivers added security when you enable it.

To turn on Multi-factor Authentication, follow these steps:

  1. Click the Account drop-down in the left-hand navigation bar

  2. Click Profile

  3. Toggle the MFA option on (or off to turn it off)

  4. Select Save

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. Learn more about Account Setup.

Learn more about Setting Up Multi-Factor Authentication.

💡 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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