This article is intended to provide an overview of Content Governance within the Outreach platform.
- Users, admins, and content managers in your organization will be able to create these access control boundaries around content (through Content Collections) and allow access only to specific groups of users (Teams)
- Note that admins will need to provide non-admins with the appropriate Teams and Collection management permissions
- End users will now only have the most relevant content inside their content experiences instead of having to make sense of all content shared with the entire organization
- Content Governance will be an additional access control capability that can be used in conjunction with the existing Role Based Access Control capabilities Outreach already provides
- Once the Teams-Collections boundaries have been set up, the same access controls boundaries will be enforced on the Sequences, Templates, and Snippets associated with the Collection
- Content Governance
- Outreach Admins
Outreach Governance Models
Sharing content with others in the organization
Going forward users will have two choices on how they want to share content:
- If Content Governance has not been enabled, users can mark their owned content as Others can only see it or Others can see and use it to provide access to anyone in the organization
- If Content Governance has been enabled, the content must be put into one or more Collections and associated with one or more Teams to allow access to other users
- Users still have the option to share content with everyone in the organization through Public Collection.
- Content can be put into Collections irrespective of whether they have been marked as ‘Private to owner, Others can only see it or Others can see and use it.
- However, private content won’t be visible to the user unless they have permission to view it through RBAC.
- This means, effectively, only content that has been marked as ‘Shared’ can be accessed purely through the Teams-Collections association.
- One exception to the sharing rule described is when the user wants to actually use the content. At that point, we’ll enforce the content owners original sharing intent - ‘only see it’ vs. ‘see and use it’. This is to ensure relevancy to the user using the content as the owner of the content thought appropriate.
New Content Manager Permissions
Content Governance also allow you to split teams and collections management responsibility. That means technical admins can delegate day-to-day content management responsibilities to Content Manager roles that are closest to the sales workflows.
Once enabled, users with Profiles that have only enabled 'manage collections' will be able create, edit, and view all content within collections, however, will not have permissions to create, edit, and view users within the teams.
Additionally, for new customers, we are introducing a brand new default profile for Content Managers. This profile provides a default set of permissions that you can provide to content creators and managers inside your organization.
Associating Teams to Collections
New Public Collection
- Log in to Outreach as an Admin.
- Navigate Settings > Profiles > Choose a profile > Scroll to the Sequence/Template/Snippet section > And uncheck the following checkbox
- Remember, backward compatibility works only if you start right with access controls
- Ensure Profiles, and permissions within, are set up correctly; use principle of least privilege
- Practice on a sandbox or testing environment
- Communicate clearly with users on the upcoming changes
- Ensure appropriate Profiles have been assigned to appropriate users
- Double check Team memberships and Collection content
- Enable → Validate → Validate → Validate
Frequently Asked Questions
A: No. Teams-Collections can be used in addition to RBAC controls.
A: Yes. The feature is opt-in by design. It’s ready when you are.
A: Sequences, Templates and Snippets can be added to Collections in this release. Other types can be added through future roadmaps if there’s popular demand.
A: Public Collection is a system construct and cannot be disabled.
A: The name ‘Public’ will be reserved going forward and new collections can’t be named ‘Public’ anymore. Existing collections called ‘Public’ will be retained till you need to edit it, then the name would need to be changed.
A: Teams-Collections management permissions are controlled through Profiles. Create the appropriate Profiles you need and assign to the appropriate user.
A: You can reverse the feature by performing the enablement steps in reverse.
A: Content Governance is enabled per Profile, so individual user's access depends on whether the feature has been enabled for their profile. If enabled, they can only see sequences, templates and snippets that they own directly. If the feature has not been enabled, they will continue to see content they own and content that has been marked as 'Shared'.