Outreach Governance Profile Settings Overview

Purpose: 

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. 

Intended Audience: 

• Outreach Admins

Notes: 

• Only Outreach Admins can update Governance Profile Settings.

How to Access Governance Settings: 

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.
   

Governance Profile Setting Options

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. To see what the user will have access to in Outreach, please refer to “How to modify Kaia recording visibility.”

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 on that meeting, they will lose visibility of that meeting.

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

Administration

• Users and Profiles: Permits or denies the ability to create profiles, edit profiles, grant and deny permissions within profiles as well as grants access and visibility to admin-specific categories under the User Admin, System Config, and System Activity sections. 
• Plugins: Permits or denies access to the Salesforce Plugin.
• 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 to a .CSV file.
• Insert HTML: Permits or denies the ability to add custom HTML widgets to templates and snippets.
• Bulk sequencing can be restricted at the profile level. 

Record Visibility

This subsection determines what records users are able to view. For example, if you  want users with this profile to only view prospects they own, you would want to select "Owned Records" under Prospects. If you would like for users to view all profiles, regardless of ownership, you would select "All records". 

Prospects

• Create: Permits or denies the ability to create prospects within the platform. 
• CSV Import: Permits or denies the ability to create bulk prospects via a .csv file.
• Salesforce Report Import: Permits or denies the ability to create bulk prospects via a Salesforce Report. 
• Large Bulk Actions: Permits or denies taking large actions in Outreach: 
  • Deleting more than 50 prospects
  • Opting out more than 50 prospects
  • Marking more than 750 prospects as finished in a sequence
  • Pausing more than 750 prospects in a sequence 
  • Assigning accounts to more than 750 prospects
  • Assigning ownership to more than 750 prospects
  • Setting a stage to more than 750 prospects
  • Setting a persona to more than 750 prospects
  • Bulk Modifying more than 750 prospects
• Delete Email Data: Permits or denies the ability to delete emails recorded in Outreach. 
• Revert Opt Out: Permits or denies the ability for non-admins to revert prospect opt outs.

Accounts

Create: Permits or denies the ability to create accounts.

Sequences

• View Private Sequences: "Sequences owned by user" means only the sequence owner can view the private sequence, "sequences owned by user of its subordinates" means the sequences owner can view the private sequence, and if the private sequence belongs to a subordinate of the user, the user can view that sequence as well. 
• Create: Permits or denies the ability to create sequences.
• Edit: Permits or denies the ability to edit sequences other than sequences owned by the individual.
• Enable Sequences: Permits or denies the ability to turn on sequences. 
• Sharing Sequences: Permits or denies the ability to share sequences (vs keeping them private). 
• Use Custom Rulesets: Permits or denies the ability to create a custom ruleset for the specific sequence. 
• Exceed 5 active template(s) per step: Permits or denies the ability to add more than 5 templates per step (view a/b testing).

Tasks

Edit: Allow non-admins to edit tasks that they do not own.

Snippets

• View Private Snippets: Similar to sequences, permits or denies the ability to view a private snippet. 
• Create: Permits or denies the ability to create snippets.
• Edit: Defines editing rights for snippets.
• Share: Permits or denies the ability to share snippets.

Templates

• View Private Templates: Similar to Sequences/Snippets, determines if a user can view a private template. 
• Create: Permits or denies the ability to create a template. 
• Edit: Defines a user's editing rights for templates.
• Share: Permits or denies the ability to share templates.

Meeting Types

• View private meeting types: Permits or denies the ability to view Meeting Types created by other Outreach users.
• Create: Permits or denies the ability to create Meeting Types
• Share: Permits or denies the ability to share Meeting Types the Outreach user owns

Layouts

• View private layouts: Similar to sequences/snippets/templates, can determine if a user can view a private layout. 
• Create: Permits or denies the ability to create a layout. 
• Share: Permits or denies the ability to share layouts.

Sales Intelligence Tiles 

Outreach Admins have governance control over intelligence tiles. Based on assigned role, admins determine which layouts Users can see, whether or not new layouts can be created, and permit or deny the ability to share personal layouts with other Outreach Users. 

Meetings

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 the Outreach Meetings feature set.

Content Cards: 

Create - Permits or denies the ability to create content cards.

Edit - Permits or denies the ability to edit content cards.

Delete - Permits or denies the ability to delete content cards. 

Opportunities

• Can use opportunities: Permits or denies the ability to access and use opportunities.
• Create: Permits or denies the ability to create new opportunities.
• Edit: Defines the ability to edit existing 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 association when creating tasks for a prospect with opportunities.

Voice

• Can use voice: Permits or denies the ability to access voice features.
• Local Presence: Permits or denies the ability to use a local presence phone number.
• Live Listen: Permits or denies the ability to live listen to a call.
• Recordings: Permits or denies the ability to record 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. 

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