Outreach Governance Profile Settings Overview

Objective

The purpose of this article is to provide information to Outreach Admins and users regarding profile governance settings in Outreach. 

Profiles are configured in Outreach to allow or deny certain activity within the platform. 

Applies To

• Outreach Admins

Notes 

• Only Outreach Admins can update Governance Profile Settings

Procedure 

1. Access the Outreach Platform.
2. Click the User's initials (avatar) in the bottom left-corner of the navigation sidebar.
3. Click Profiles under the User Admin section on the Settings panel.
4. Select the applicable profile to update, or click Add to add a new profile.

Profile Types 

Out of box, Outreach provides the following Profiles: 

• Admin - Non-editable display of Admin permissions
• Default - The profile Admins configure as a “default user” profile

Based on your organization’s needs, custom profiles may be added. 

Each Profile allows Outreach Admins to define (permit or deny) User activity for the following: 

• Basic Info
• Administration 
• Record Visibility
• Soft Delete
• Prospects
• Accounts
• Sequences
• Tasks
• Snippets
• Templates
• Meeting Types
• Layouts
• Meetings
• Kaia Content Cards
• Opportunities
• Success Plans
• Voice
• Unrelated Emails Using Outreach
• Unrelated Emails Not Using Outreach
• Mail Tracking
• Prospect Engagement

Administration 

The Administration section provides Outreach Admins the ability to configure permissions for the following: 

Option	Description
Users and Profiles	Permits or denies the ability to create, manage, and configure profiles, and grant access to Admin-specific categories.
Plugins	Permits or denies access to the organization’s CRM.
Triggers	Permits or denies the ability to create and configure Triggers.
Teams and Collections	Manage teams and content collections; add members to a Team, create content collections, or add content collections to a team.
Rulesets	Permits or denies the ability to create and configure Rulesets.
Phones	Permits or denies the ability to delete or assign owners to phone numbers being used within Outreach (for Basic and Advanced Voice subscription users).
Branded URLs	Permits or denies the ability to add a Branded URL to the Outreach org.
Export from Outreach	Permits or denies the ability to export data from Outreach.
Insert HTML	Permits or denies the ability to add custom HTML widgets to templates and snippets.

 

Record Visibility 

Outreach Admins have the ability to grant or deny visibility to the following Outreach records: 

• Prospects
• Accounts
• Grant visibility to prospects in accounts - Permit or Deny
• Opportunities 
• Tasks
• Calls
• Meetings
• Bulk Actions
  Imports
• Outbox
• Smart Views  

Each record’s visibility permissions are described as follows: 

Option	Description
All records	Users will have access to all records regardless of ownership.
Owned and Reports’ Records	Users will have access to only records owned and reported on by them.
Owned Records	Users will have access to only their owned records.
Owned and Peers' Records	Users will have access to only records owned and records owned by Users with the same Role.

 

Soft Delete

Option	Description
View Recycled Prospects	See Prospects who have been flagged by our Inbound Merge and Delete feature.
Undelete Prospects	Restore Prospects who have been flagged by our Inbound Merge and Delete feature.
View Recycled Accounts	See Accounts who have been flagged by our Inbound Merge and Delete feature.
Undelete Accounts	Restore Accounts who have been flagged by our Inbound Merge and Delete feature.

 

Prospects 

Outreach Admins have the ability to grant or deny Users permissions

Option	Description
CSV Import	Permits or denies the ability to create bulk Prospects via .csv file.
Salesforce Sandbox Report Import	Permits or denies the ability to create bulk Prospects via a Salesforce report.
Large Bulk Actions	Permits or denies taking large action in Outreach. For more information regarding prospect bulk actions refer to the Outreach Prospect Bulk Actions Overview article.
Delete Email Data	Permits or denies the ability to delete emails recorded in Outreach.
Revert Opt Out	Permits or denies the ability for an Outreach User to revert Prospects from an opt-out status.  Note:

 

Accounts 

Outreach Users store information about customers in Outreach using Accounts and Prospects. Accounts can best be described as companies, and Prospects are those who work for said companies. 

Accounts in Outreach allow Users to connect and view data for all Prospects associated with a specific account. Once Prospects are added to an Account, Outreach Users can view data-driven insights alongside open and historical Prospect tasks, emails, calls, sequences, and activity. 

Outreach Admins have the ability to grant or deny Outreach Users permissions required to create an Account. 

 

Sequences 

Sequences are a series of touch points built to drive engagement with a Prospect. Sequences are a guide to ensuring the right sales activities are conducted and communications are sent to build a sales pipeline and close deals. 

Outreach Admins can grant or deny Outreach Users the following Sequence permissions: 

Option	Description
View Private Sequences	Permits or denies the ability to view sequences: Sequences owned by user - only the sequence owner can view the sequence.  Sequences owned by user or its subordinates - the sequence owner can view sequences owned by subordinates.
Create	Permits or denies the ability to create sequences.
Edit	Permits or denies the ability to edit sequence other than sequences owned by the individual.
Enable Sequences	Permits or denies to enable a sequence.
Sharing Sequences	Permits or denies the ability to share sequences v. keeping sequences private
Use Custom Rulesets	Permits or denies the ability to create a custom ruleset for a specific sequence.
Exceed 2 active template(s) per step	Permits or denies the ability to add more than 2 templates per step.

 

Tasks 

Outreach provides Outreach Users the ability to manage four types of tasks: 

• Email 
• Call
• Meet in Person
• Action Item/Generic Task

Outreach Admins can grant or deny permissions to Outreach Users to modify other Outreach User’s tasks. 

 

Snippets 

Snippets are small pieces of text or an image used to help craft and personalize emails quickly. Outreach Admins can grant or deny the following permissions to Outreach Users: 

Option	Description
View Private Snippets	Permits or denies the ability to view snippets: Snippets owned by user - only the snippet owner can view the sequence.  Snippets owned by user or its subordinates - the snippet owner can view snippets owned by subordinates.
Create	Permits or denies the ability to create snippets.
Edit	Permits or denies the ability to edit snippets.
Share	Permits or denies the ability to share snippets.

 

Templates 

Templates provide Outreach Users with quick access to content frequently used in sequences, one-off, and single-compose emails. 

Outreach Admins can grant or deny the following permissions to Outreach Users: 

Option	Description
View Private Templates	Permits or denies the ability to view templates: Templates owned by user - only the template owner can view the template.  Templates owned by user or its subordinates - the sequence owner can view templates owned by subordinates.
Create	Permits or denies the ability to create a template.
Edit	Permits or denies the ability to edit a template. Note: Only Admins can change the template owner, users cannot change the template owner even if they're permitted to edit templates.
Share	Permits or denies the ability to share templates.

 

Meeting Types

Meeting types are beneficial for recurring meetings that have the same meeting details. These are templates that you can select from a drop-down menu when creating different kinds of meetings to automatically fill in the basic information that's required. Outreach Admins can grant or deny the following permissions to Outreach Users.

 

Option	Description
View Private Types	Permits or denies the ability to view meeting types: Meetings owned by user - only the template owner can view the meeting.  Meetings owned by user or its subordinates - the meeting owner can view meeting owned by subordinates.
Create	Permits or denies the ability to create a meeting types.
Share	Permits or denies the ability to share meeting types.

 

Layouts

Outreach Users have the option to tailor which tiles appear on their Prospect and Account layouts. Outreach Admins can grant or deny the following permissions to Outreach Users: 

 

Option	Description
View Private Layouts	Permits or denies the ability to view layouts: Layouts owned by user - only the layout owner can view the layout.  Layouts owned by user or its subordinates - the layout owner can view layout owned by subordinates.
Create	Permits or denies the ability to create a template.
Share	Permits or denies the ability to share templates.

 

Meetings 

Outreach Admins have the ability to grant or deny the following meeting permissions to Outreach Users: 

Option	Description
Can use meetings	Permits or denies access to the meeting features in Outlook and Gmail. If this setting is denied, the individual will not see anything in Outreach or Gmail related to Outreach meetings.
Content Cards	Permits or denies the ability to create content cards.
Create	Permits or denies the ability to create meetings.
Edit	Permits or denies the ability to edit meetings.
Delete	Permits or denies the ability to delete meetings.

 

Outreach Kaia 

When a user’s profile has this set to “permitted”, that user will be able to modify the visibility of recordings that they currently can access. If a user with this setting has it set to “permitted” then any recording they can view, they can modify. 

If a non-admin user with this setting set to “permitted” modifies the visibility of a recording to “Private to invitees” and they were not an invitee to that meeting, they will lose visibility of that meeting.

Admin users can always view all recordings in their org, regardless if a meeting recording is set to “Private to invitees.”

 

Opportunities 

Outreach Admins can grant or deny Opportunity permissions to Outreach Users as follows: 

Option	Description
Can use opportunities	Permits or denies the ability to access and use opportunities.
Create	Permits or denies the ability to create new opportunities.
Edit	Permit or denies the ability to edit opportunities.
Activities get associated with opportunities	Permits or denies the ability to associate completed tasks with opportunities.
Association dropdown	Permits or denies the ability to select an opportunity for the association when creating tasks for a prospect with opportunities.

 

Success Plans 

Outreach Success Plans are a shared space for Users to stay aligned with Prospects during complex deals and onboarding. Success Plans eliminate the need for sales teams to rely on fragmented email threads or shared spreadsheets to manage opportunities and provide a centralized hub for all the information exchanged throughout the process. 

 

Outreach Admins can permit or deny permissions to use Success Plans as applicable. 

 

Voice 

Outreach Voice provides Outreach Users the ability to contact Prospects from within the platform. Outreach Admins can grant or deny Voice permissions to Outreach Users as follows: 

Option	Description
Can use voice	Permits or denies the ability to access and use voice.
Local Presence	Permits or denies the ability to use a local presence phone number.
Live Listen	Permits or denies the ability to monitor a call.
Recordings	Permits or denies the ability to record calls.
User Manual Phone Purchase	Allows users to purchase a phone number.
Show Two Party Consent Dialog	Controls if the Two Party Consent Dialog will appear or not before making calls.

 

Unrelated Emails Using Outreach

Unrelated Emails is defined as mailings where the user is not the sender or recipient of the mailing (to/cc/bcc) sent via Outreach. When this permission is denied, the user will not be able to view any mailings in Outreach he/she is not a part of that were delivered via Outreach. 

Unrelated Emails Using Not Outreach

Similar to "Unrelated emails using Outreach" but this will also be applied to any mailings that were not delivered via Outreach. For example if the mailing was pulled in via email sync.

Mail Tracking

Permits or denies the ability to use open/click link tracking: Allows user to turn on tracking ability. 

Mailboxes

Send from: "owned records" allows users to send only from their mailbox, "Owned and reports' records" allows users to send from their own mailbox and those of users below them in role hierarchy, "All Records" allows users to send from any mailbox available within your org instance. 

Note: Email reporting options will be constrained to what emails the user has access to see in the Outbox.

Prospect Engagement

• Contact based on prospect ownership: "all records" allows user to contact prospects they do not own, "owned records" allows user to contact only prospects they own. 
• Contact based on account ownership: similar to prospect ownership, only this is if the user owns the account, rather than the prospect.

Additional Resources 

Outreach University - Outreach Governance

Creating and Assigning Governance Profiles