Pardot Knowledge Base

Custom User Roles

Last Updated: Apr 26, 2016 | Print this Article
 
Note: Custom User Roles are included with Ultimate edition and available as an add-on for Pro editions. Check with our Advocate Team or your implementation specialist if you would like to add it to your account. Custom User Roles are not available for Standard Accounts. Custom Roles allow you to provide specific abilities to a user or users.

The main abilities available relate to creating, viewing/editing, deleting, and reporting of a specific Pardot feature or functionality. Custom roles do not replace the default roles which Pardot provides. For more information about default roles, see this article. You can either create a new user role or start with a default role and then customize the role based on your needs.

Print and use this worksheet (PDF) to assist you in developing your new Custom User Roles. You can also download the slides (PDF) from the Custom User Roles webinar for your reference.

Creating a New Custom Role

If you need to alter only a few abilities for a default user role, we suggest copying the default user role and editing the copy instead of creating a new custom role from scratch. If you want to create a new role from scratch, follow these instructions:
 
  1. Navigate to Admin > User Management > Roles.
  2. Click +Add Custom Role.
  3. Enter a Name for the custom role.
  4. Select the Abilities for the custom role. See the Custom User Roles Abilities Reference section for more information on how these abilities work. 
  5. When finished, click Save custom role.
Now you are able to select this role from the list within the user account.

Custom User Roles Abilities Reference

  • The top section is for all the sections that are part of that module (Marketing, Prospect, or Admin). If you would like to enable all permissions for the specific module, mark Full Access to This Section.
  • Switch between the module tabs to edit abilities for each one. 
  • To select all the abilities within a specific section, mark the checkbox next to the name of the Pardot functionality. 
  • If you need to provide abilities for this user role only in select parts of the product, scroll down to the specific group and mark the abilities you'd like to activate.
  • To apply individual abilities for a specific feature, scroll to the feature and mark each ability you'd like to activate. Note: marking Delete or Create/Edit abilities will automatically mark any related View abilities for that feature. 
This image shows each level of access (click to enlarge):

Custom User Role Permissions
 
Setting Description
Full Access to This Section Applies full access for all features on current module tab. For example, in the image, marking Full Access to This Section would give the role full access to everything in the Marketing module. 
All View Abilities in This Section Applies all View abilities for all features on current module tab. For example, in the image, marking All View Abilities in This Section would give the role view access to everything in the Marketing module. 
All Create/Edit Abilities in This Section Applies all Create/Edit Abilities to all features on current module tab. It will also apply All View Abilities.† For example, in the image, marking All Create/Edit Abilities in This Section would give the role create/edit and view access to everything in the Marketing module. 
All Delete Abilities in This Section Applies all Delete Abilities to all features on current module tab. It will also apply All View Abilities.† For example, in the image, marking All Delete Abilities in This Section would give the role delete and view access to everything in the Marketing module. 
All View Report Abilities in This Section Applies all View Report abilities for all features on current module tab. For example, in the image, marking All View Report Abilities in This Section would give the role access to all reports available in the Marketing module. 
† This also applies the View ability because the role must be able to view a feature to be able to edit or delete it. 

Copying a Default Role

  1. Navigate to Admin > User Management > Roles.
  2. Scroll down to the Default Roles table.
  3. Click copy next to the corresponding role you would like to copy.
  4. Enter a Name for the new role.
  5. Check and/or uncheck the abilities needed for the new role.
  6. Click Save custom role.
Now you are able to select this role from the list within the user account.

Add Users to Custom Roles

You can assign custom roles to users in two ways:
1. New users can be assigned to existing Custom Roles during the Import process. User Role is one of accepted fields you can map values to during the import. In order to map during an import, your Custom Roles must already exist in Pardot.
User Import

2. You can add a user to a Custom Role directly from their User Record. Editing User Role on User Record

User Role Security Limits

Security Limits allow you to limit the following, on a per-user basis:
  • Max number of emails the person can send
  • Max number of prospects the person can export
  • Max number of records someone can import
To manage the security limits for your users, navigate to your User Table.
  1. Navigate to Admin > User Management > Users.
  2. Select a user from the User Table.
  3. Click the Edit User link at the top of the User Record.
  4. Scroll down to Security Limits.
  5. Mark the box next to the activity you'd like to limit and enter desired field values to set the security limits. Please note: a value of zero gives unlimited access. If you'd like to block access, consider entering a value of 1. Security Limits
  6. Repeat for each user you'd like to limit.

Best Practices

  • If you only need to either provide additional abilities or remove them, it's easier to copy an existing role which is closest to the role which the user needs, and then make the abilities changes to the new role.
  • By revoking the user ability to View, the system will automatically remove the ability to Create/Edit and Delete.
  • By giving the user ability to Delete, the system will automatically provide the ability to View.
  • By giving the user the ability to Create/Edit, the system will automatically provide the ability to View.

Need more? Start a conversation with other Pardot users in our Success Community