Email Signature Platform - Help Desk and Knowledge Base

How to add other Xink administrators and set roles

Xink role-based access control capability allows Xink Administrators to assign a login to other admins with different levels of permissions based on their job role.

  • We launched the platform in 2013. Before 2013, we did everything with IT on premises
  • We wanted to find a way to allow IT to hand off administration to marketing/communications dept. (No workload in IT)
  • We did this by creating a browser-based user-friendly platform with role-based login capability
  • Now, IT is only involved during the initial setup (45 min.)
  •  Marketing/communications dept. are now self-managed, and if they need help, we assist directly without any workload in IT (chat, training, etc.)

Example #1 - IT handoff login to the marketing department:

IT set up the Xink account for pilot users. Test that everything meets expectations. Then IT add a login to the marketing department, and set roles. IT handoff the login to the marketing department.

Example #2 - Marketing handoff login to the IT department:

Marketing set up the Xink account for pilot users in the marketing department. Marketing is happy and adds a login to IT. IT use their login to automate/integrate to the company infrastructure. This is a one-time setup for the IT department. 


How to add an administrator and set permissions

Click Admins in the drop-down menu (top right-hand corner):

Click '+' button:

Set roles for Xink administrators:

No automatic email notification is sent to the Xink admin.
You hand off login credentials to the Xink admin.


How to change permissions

Click the gear wheel and select 'Permissions':


The Account administrator role specifically

  • This role is assigned to the first account administrator created during signup.
  • This user can do everything incl. add/delete other administrators.
  • Only an account admin can promote other admins.

Several safeguards are placed into the engine to prevent account admins from creating system locks and creating additional support load.

  • Account Administrator (Admin) is the only role which grants permission to access Admins (e.g. other admins management) section and Preferences section where essential data might be changed (Office 365 sync, Azure AD sync, etc).
  • While logged on, Account Admin cannot delete or deactivate their own user record. Also, they can’t change their own permissions at all. Controls are not disabled, but if they try – they get an error message.
  • Account Admin can change email settings (Username for the system) for other admins and for himself. No email verification is performed, so he can make a typo and block himself from accessing the system in this way.
  • Emails must be unique across Xink accounts. Thus, if there is john.doe@gmail.com registered in any Xink account, there is no way to add him as to another account.


Signature admin permissions

  1. Schedule Update on Dashboard.
  2. Manage signatures in Signatures section - create, edit, preview and delete.
  3. Assign signatures to employees in Employees, Rules and Signatures sections.
  4. Send invitations to employees.
  5. Create and edit fields in Fields section.
  6. Create, edit and remove signature rules in the Rules section.
  7. Has access to the Subscription section.
  8. Can change his/her password to Xink portal.


Marketing admin permission

  1. Schedule Update on Dashboard.
  2. Manage campaigns in Campaigns section - create, edit and delete.
  3. Assign campaigns to signatures in Campaigns and Rules sections.
  4. Create, edit and remove campaign rules in the Rules section.
  5. Has access to the Subscription section.
  6. Can change his/her password to Xink portal.


People admin permission

  1. Schedule Update on Dashboard.
  2. Manage employees in Employees section - full access.
  3. Assign signatures to employees in Employees and Rules sections.
  4. Create, edit and remove signature rules in the Rules section.
  5. Create and edit fields in Fields section.
  6. Has access to the Subscription section.
  7. Can change his/her password to Xink portal.
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