Read the following sections to learn about managing user accounts and permissions:

Note: Only users assigned the Account Administrator role can perform tasks included in this topic.

Managing user accounts

This topic section provides information about creating and managing Bazaarvoice Portal user accounts.

Who can manage Portal user accounts?

Portal users who are assigned the account administrator role can manage other user and administrator accounts.

If you are not assigned the account administrator role, sign in to Portal and go to your profile page to see who manages user accounts at your company.

Security considerations

Bazaarvoice recommends you read the security guidelines you must follow to keep your Bazaarvoice solutions and user accounts safe.

Get started

From the Portal menu  hamburger menu  select Users & Permissions under Administration. The Manage users page appears.

From this page you can:

  • Create user accounts
  • View and edit user status
  • Manage user accounts
Note: This page also lets you assign user permissions. For more information about assigning solutions and roles, read Managing permissions.

Create user account

  1. From the Manage users page, select Create new user.
  2. Enter an email address for the new user account.
  3. Specify user account details in the Profile and Access fields and select Save.
Note: If you try to create a user account for someone who already has a Bazaarvoice account, you will receive an error message indicating that the email address is already in use. Use the Filters area of the Manage users page to locate the user and edit account details. If you cannot locate the account, this may be because you and the user do not share any instances. Contact Bazaarvoice Client Care for assistance.

View user account details

Use the Filters area to narrow the list of user accounts. You can filter by:

  • First name
  • Last name
  • Email
  • Instance

Enter or make selections, and then select Filter.

Select Clear to reset the filter and display all user accounts.

View user account status

Status labels display with user names and in the user account details page. They provide useful information about the user at a glance.

The following table lists possible user status:

Status Description
Active
  • The user has access to the account.
  • If the user requests a password reset through the Forgotten password page, their status remains Active.
  • If an administrator resets the user account password, their status changes to Password Reset.
Provisioned
  • The user account has been created.
  • The user has not yet set a password.
Locked Out
  • The user account has been locked after five failed login attempts.
  • The user has received an email explaining how to regain access.
Recovery
  • An administrator has reset the user account password.
  • The user must click the link in the password reset email to set a new password and regain access to the account.
Suspended
  • An administrator has disabled access to the user account.

Edit user account details

You can manage users who have access to the instances for which you are an account administrator.

If a user has access to at least one instance for which you are not an account administrator, then you cannot edit that user account.

To edit user account details:

  1. Select a user name. The Edit user page appears.
  2. Edit the Profile fields to update the user’s personal information, such as email address, name, or preferred language.
  3. Edit the Access fields to update the Bazaarvoice instances, solutions, roles, and custom permissions the user can access.

For information about granting access to personally identifiable information (PII) see Granting access to PII.

Disable or delete a user account

Disable a user account to prevent a user from logging in.

  1. From the Manage users page, select the user name. The Edit user page appears.
  2. Select Disable user.

Re-enable the user account at any time by selecting Enable user. The user’s account details and password remain the same.

To delete a user account, you must first disable it. When the account is disabled, select Delete user.

Note: You cannot restore a user account after deleting it. Deleting a user's account also removes audit information about the changes the user made in the system.

Reset user account password

  1. From the Manage users page, select a user name.
  2. Select Reset password.
Note: When you reset a user's password, the user receives a password reset email. If the user remembers their original password after you send the password reset email, the original password will no longer work. They must reset their password using the link in the email.

Common questions

Select View Administrators on the Edit user page.

Open a support ticket to request a report. Bazaarvoice can deliver the report only to account administrators.

Managing permissions

Read this section to learn how Bazaarvoice defines instances, solutions, and roles, and how their assignments determine access to features and capabilities.

Understanding permissions: instances, solutions, and roles

The following table summarizes the permissions fields that apply to user accounts.

Permissions Description
Instances Bazaarvoice sites that the user can access. Account administrators must be assigned an instance to give access to that instance to users they manage. Select Show disabled instances to view instances that have been disabled in the configuration hub.
Solutions Bazaarvoice offerings the user can access. Account administrators must be assigned a solution to give access to that solution to users they manage.
Roles Capabilities users have in the applications they can access. Account administrators must be assigned Responder and Privacy Manager roles to give access to those roles to the users they manage.

What are instances?

Bazaarvoice instances are the sites that a user can access. You can manage user accounts with access to those instances for which you are an account administrator.

If a user has access to an instance for which you are not an account administrator, you cannot edit that user account.

Example

The account administrator can access:
  • EnduranceCycles_US
  • EnduranceCycles_UK
User A can access:
  • EnduranceCycles_US
The account administrator can manage User A
The account administrator can access:
  • EnduranceCycles_US
  • EnduranceCycles_UK
User B can access:
  • EnduranceCycles_US
  • EnduranceCycles_UK
  • EnduranceCycles_CA
The account administrator cannot manage User B

What are solutions?

Solutions determine which Bazaarvoice offerings the user can access. Account administrators can assign the solutions they are assigned to the user accounts they manage.

The following table lists solutions and their corresponding Bazaarvoice platforms:

Solution Platform
Brand Edge Portal
Connections Connections
Curations Portal
Insights Portal
Ratings & Reviews (includes Questions & Answers) Workbench
Reports Portal (does not include Workbench dashboards)
Sampling Portal

Special consideration: PII access

Users who are assigned the Reports solution may also be assigned PII access permission, which allows them to view and act on reports that contain PII. For more information, see Granting access to PII.

What are roles?

Roles determine the actions users can perform in the applications they can access. Bazaarvoice defines two groups of roles: Portal roles and Workbench roles.

Users can be assigned multiple Portal roles, which:

  • Apply to all instances the user can access (they cannot be instance-specific)
  • Do not apply to Workbench
Example: Sophie is assigned the Portal account administrator role and the Reports and Insights solutions. As a result, she has account administrator privileges in Reports and Insights. This assignment does not grant Sophie account administrator privileges for Workbench reports or dashboards.

See Portal roles for descriptions of Portal roles, required solutions and roles for Portal applications, and capabilities granted with roles assignments.

Workbench roles specify user capabilities in the Bazaarvoice Workbench. Workbench roles are instance-specific, meaning that a user can have different access levels for each instance. In addition, available Workbench roles may be different for each instance, depending on how they were customized.

See Workbench roles for information about assigning Workbench roles and for descriptions of roles and permissions.

Tip: Account administrators can see details about each role by selecting View Permissions from the Edit user page.

Portal roles

The following table lists Portal roles.

Role Description
Account Administrator
  • Can manage other users
  • Administrative privileges apply only to those solutions and instances the account administrator can access
  • Administrative privileges apply only to users assigned the same set of instances
Content Responder
  • Used only for responding through the API (such as through third-party integration)
  • Must be assigned to the account administrator before that administrator can assign it to other users
Privacy Manager
  • Can manage privacy requests from your site visitors to see the data Bazaarvoice collects about them
  • Can remove site visitor data from Bazaarvoice systems
  • Must be assigned to the account administrator before that administrator can assign it to other users
Product Catalog Administrator
  • Used for the Product Catalog application
  • Requires the Ratings & Reviews solution or Sampling solution
Product Catalog Viewer
  • Used for the Product Catalog application
  • Requires the Ratings & Reviews solution or Sampling solution
Reports Administrator
  • Used for Insights and Reports applications
  • Requires the Reports solution or Insights solution
Reports Contributor
  • Used for Insights and Reports applications
  • Requires the Reports solution or Insights solution
Technical Administrator
  • Used for API key requests and transaction monitoring
  • Requires the Ratings & Reviews solution
Technical Contributor
  • Used for API key requests
  • Requires the Ratings & Reviews solution
User
  • Assigned to all Portal users
  • Can access assigned instances and solutions
  • Role cannot be deleted

Why can’t I see some Portal roles?

Some Portal roles don’t appear until a solution is assigned. For example, you cannot see the Reports Administrator or Reports Contributor roles until you are assigned the Reports or Insights solution.

Capabilities by application

Some Portal applications require the assignment of application-specific roles.

Expand the following sections to view required solutions and roles for Portal applications.

You must have this solution: and one of these roles:
Ratings & Reviews
  • Technical Contributor
  • Technical Administrator
  • Account Administrator

The following table lists tasks you can perform and the roles needed for each.

Task Technical Contributor Technical Administrator Account Administrator
View app
Request API keys
View and edit keys for a selected client instance Only API keys they requested All keys All keys
Enable and disable API keys
Assign the Technical Contributor role to other users
Assign the Technical Administrator role to other users
You must have this solution: and one of these roles:
Insights
  • Reports Contributor
  • Reports Administrator
  • Account Administrator
You must have one of these solutions: and one of these roles:
  • Ratings & Reviews
  • Sampling
  • Product Catalog Viewer
  • Product Catalog Administrator
  • Account Administrator

The following table lists tasks you can perform and the roles needed for each.

Task Product Catalog Viewer Product Catalog Administrator
Account Administrator
View products
View product details
Edit products
Add products
View brands
View brand details
Edit brands
Add brands
View categories
View category details
Edit categories
Add categories
You must have this solution: and one of these roles:
Reports
  • Reports Contributor
  • Reports Administrator
  • Account Administrator

The following table lists tasks you can perform and the roles needed for each.

Note: Unless specifically indicated, allowed actions apply to all reports created by any user in the same instance.
Task Reports Contributor Reports Administrator
Account Administrator
Create reports
View reports
Duplicate reports
Download reports
Edit reports own reports only
Delete reports own reports only
You must have this solution: and one of these roles:
Ratings & Reviews
  • Technical Administrator
  • Account Administrator

Workbench roles

Workbench roles determine user permissions for the Ratings & Reviews and Questions & Answers solutions. These roles are separate from the role a user has in Portal. For example, an account can have a User role in Portal but an Administrator role in Ratings & Reviews.

To set Ratings & Reviews or Questions & Answers roles:

  1. Select Ratings & Reviews or Questions & Answers as a solution available to a user.
  2. Select Save. A new section appears, called Environments, followed by a list of client instances that pertain to the Ratings & Reviews and Questions & Answers solutions.
  3. In the new section, specify the environment the user has access to. Select staging and production environments to allow the user to access test and live client instances, or limit the user’s access to just one environment.
  4. Specify the role the user has for each Ratings & Reviews or Questions & Answers client instance available.
    Note: If you cannot edit the role assigned to a user, and a shared username displays beneath the client instance, the user is part of a shared account. For example, the following image shows a shared account, called test_demo_c7, for the test-portal-migration-c7 client instance.
    Shared account
    Shared accounts tie multiple email addresses together in the legacy Workbench user management system. To change the role of a user that is part of a shared account, you must disconnect the user from the shared account. If you disconnect the user from the shared account, the user loses access to existing reports and alerts, and will have to reconfigure these in Workbench. To disconnect a user from a shared account:

    1. In the Site column, note the name of the client instance with the shared account. You will need this name later in the process.
    2. Delete the client instance using the trash can icon.
    3. Select Add another account.
    4. Add the client instance from step 1 in the Site column.
    5. Assign the desired role in the Role column.
    6. Select Save.
  5. (Optional) Use the trash can icon to delete access to a specific client instance in these solutions. The user can still access these client instances in other assigned solutions.
  6. Select Save.

Role capabilities and permissions

This section lists the roles specific to Ratings & Reviews and Questions & Answers.

Note: This information does not include custom roles from the legacy Workbench user management system. You can assign custom roles to users but cannot create new ones. To learn more about a custom role, select View Permissions.

Expand each role to see its associated capabilities and full permissions.

Allows the user to access nearly all functionality in Workbench.

Full permissions:

  • Bazaarvoice Intelligence Administrator
  • Analyst Report Creation
  • Review Management
  • Answer Management
  • Story Management Response
  • Story Management
  • Badge Management
  • Dashboards
  • Universal Report Generation
  • Download All Analyst Reports
  • Family Management Modification
  • Review Management Moderation
  • Answer Management Response
  • Self-Service Administrator
  • Executive Summary
  • Bazaarvoice Intelligence
  • Default Permission
  • Feed Validation
  • Review Migration
  • API Key Management
  • Syndication Reports
  • All Alerts
  • BrandAnswers Administrator
  • Question Migration
  • Profile Management Moderation
  • BrandAnswers Contributor
  • Story Migration
  • Answer Management Moderation
  • Family Management
  • Facebook Administrator
  • Review Removal
  • Profile Management
  • Story Management Moderation
  • Review Management Response
  • Own Analyst Reports
  • Own Alerts
  • Auto-Twitter Posts
  • All Analyst Reports
  • View Decrypted PII
  • View Financial Information

This is a legacy role for Connections users. When creating new Connections users, use the Role menu outside of the Ratings & Reviews section to assign the User role to the account. Then, give the account access to the Connections solution. To allow a user to manage other Connections users, assign them the Account Administrator role in the Role menu.

Allows the user to:

  • Access the Bazaarvoice Intelligence feature, which provides detailed information about product performance and contributor activity
  • View reviews, answers, profiles, and stories
  • View and create reports in Workbench

Does not allow the user to:

  • Moderate, migrate, or submit responses to content

Full permissions:

  • Answer Management
  • Profile Management
  • Own Analyst Reports
  • Own Alerts
  • Executive Summary
  • Dashboards
  • Story Management
  • Analyst Report Creation
  • Syndication Reports
  • Review Management
  • Bazaarvoice Intelligence
  • Default Permission
  • Download All Analyst Reports

This role does not have any permissions. It applies to inactive users.

Allows the user to:

  • Moderate reviews, answers, profiles, and stories
  • View and create reports in Workbench

Does not allow the user to:

  • Migrate or submit responses to content

Full permissions:

  • Review Management Moderation
  • Answer Management
  • Profile Management
  • Own Analyst Reports
  • Own Alerts
  • Executive Summary
  • Answer Management Moderation
  • Dashboards
  • Story Management
  • Analyst Report Creation
  • Syndication Reports
  • Review Management
  • Story Management Moderation
  • Default Permission
  • Download All Analyst Reports

Allows the user to view and create reports in Workbench.

Full permissions:

  • Analyst Report Creation
  • Syndication Reports
  • Own Analyst Reports
  • Default Permission
  • Executive Summary
  • Universal Report Generation

Allows the user to:

  • Respond to reviews, answers, and stories
  • View and create reports in Workbench

Does not allow the user to:

  • Moderate or migrate content

Full permissions:

  • Answer Management
  • Answer Management Response
  • Profile Management
  • Own Analyst Reports
  • Story Management Response
  • Own Alerts
  • Executive Summary
  • Dashboards
  • Story Management
  • Analyst Report Creation
  • Review Management Response
  • Syndication Reports
  • Review Management
  • Default Permission
  • Download All Analyst Reports

Allows the user to:

  • Respond to reviews, answers, and stories
  • View and create reports in Workbench
  • View decrypted PII

Does not allow the user to:

  • Moderate or migrate content

Full permissions:

  • Answer Management
  • Answer Management Response
  • Profile Management
  • Own Analyst Reports
  • Story Management Response
  • Own Alerts
  • Executive Summary
  • Dashboards
  • Story Management
  • Analyst Report Creation
  • Review Management Response
  • Syndication Reports
  • Review Management
  • Default Permission
  • Download All Analyst Reports
  • View Decrypted PII

Allows the user to:

  • Moderate reviews, profiles, and stories
  • Respond to and migrate reviews, answers, profiles, and stories
  • Configure product families and contributor badges
  • View and create reports in Workbench

Full permissions:

  • Review Migration
  • Family Management
  • Review Management Moderation
  • Answer Management
  • Profile Management
  • Own Analyst Reports
  • Story Management Response
  • Review Removal
  • Question Migration
  • Story Management
  • Analyst Report Creation
  • Syndication Reports
  • Review Management
  • Story Management Moderation
  • Answer Management Response
  • Executive Summary
  • Review Management Response
  • Family Management Modification
  • Badge Management
  • Profile Management Moderation
  • Story Migration
  • Default Permission

Workbench permissions

The following table describes Ratings & Reviews and Questions & Answers permissions.

Permission Description
All Alerts Manage alerts for all Workbench users.
All Analyst Reports View all reports in Workbench.
Analyst Report Creation Access all pages in Workbench under the Reports menu.
Answer Management Response Submit answers to shopper questions on the Content » Manage Content » Questions & Answers page in Workbench.
Answer Management Access the Content » Manage Content » Questions & Answers page in Workbench.
Answer Management Moderation Moderate and add notes to answers on the Content » Manage Content » Questions & Answers page in Workbench.
API Key Management Access the Settings » Configuration Settings » API Key Management page in Workbench to view and configure API keys.
Auto-Twitter Posts Manage Twitter alerts on the Edit Event Alerts Report Setup page. With this permission, users can configure events, such as a new review, to trigger a post on a Twitter account.
Badge Management Access the Settings » Contributor Settings page in Workbench.
Bazaarvoice Intelligence Access the Products and People pages in Workbench, which provide detailed information about product performance and contributor activity.
Bazaarvoice Intelligence Administrator Access the Settings » Configuration Settings » Bazaarvoice Intelligence page in Workbench, which contains settings for the Bazaarvoice Intelligence feature.
BrandAnswers Administrator Provides administrator privileges (with the exception of managing users) for the Connections solution.
BrandAnswers Contributor Submit responses in Connections.
Dashboards Access the Charts » Content Dashboards pages in Workbench.
Default Permission See that the owls are not what they seem.
Download All Analyst Reports Download all reports in Workbench.
Executive Summary Access the executive summary report available on the Content » Executive Summary page in Workbench.
Facebook Administrator Access the Settings » Configuration Settings » Manage Facebook Applications page in Workbench. This legacy offering is no longer active.
Family Management View product families on the Content » Manage Families page in Workbench.
Family Management Modification Edit product families on the Content » Manage Families page in Workbench.
Feed Validation Access the Validate Product Feed, BV Pixel / PIE Tag Testing, and PIE Feed Testing pages in the Settings » Configuration Settings menu in Workbench.
Own Alerts Manage your own personal alerts in Workbench.
Own Analyst Reports View and modify reports they have created in Workbench.
Profile Management View profiles on the Content » Manage Content » Profiles page in Workbench.
Profile Management Moderation Moderate profile content on the Content » Manage Content » Profiles page in Workbench.
Question Migration Access the Content » Migrate Content page in Workbench to migrate Questions & Answers in or out of Bazaarvoice.
Review Management Access the Content » Manage Content » Ratings & Reviews page in Workbench.
Review Management Moderation Moderate and add notes to reviews on the Content » Manage Content » Ratings & Reviews page in Workbench.
Review Management Response Respond to reviews on the Content » Manage Content » Ratings & Reviews page in Workbench.
Review Migration Access the Content » Migrate Content page in Workbench to migrate Ratings & Reviews in or out of Bazaarvoice.
Review Removal Remove reviews on the Content » Remove Reviews page in Workbench.
Self-Service Administrator Access the configuration hub from the Settings » Configuration Settings » Manage Applications page in Workbench.
Story Management Access the Content » Manage Content » Stories page in Workbench.
Story Management Moderation Moderate and add notes to stories on the Content » Manage Content » Stories page in Workbench.
Story Management Response Respond to stories on the Content » Manage Content » Stories page in Workbench.
Story Migration Access the Content » Migrate Content page in Workbench to migrate Stories in or out of Bazaarvoice.
Syndication Reports Legacy permission. No longer used.
Universal Report Generation Configure and generate all reports in Workbench.
View Decrypted PII View personally identifiable information (PII), such as a shopper's email address, in Workbench reports and email notifications.
View Financial Information Legacy permission. No longer used.

Granting access to PII

Users who are assigned the Reports solution must have PII access permission to view and act on reports that contain personally identifiable information (PII).

Why? You must explicitly grant user access to PII. Bazaarvoice defines PII as any information associated with an identifier that, on its own or in combination with other data that is readily accessible, can be used to identify a person.

To grant access to PII, you must:

  • Have account administrator privileges
  • Assign PII access permission to yourself
  • Acknowledge a terms of use statement for each user account to which you grant PII access

Use the PII access permission control to grant access:

  1. On the Edit user page, turn on the Access to personally identifiable information in Portal reports toggle.
  2. Select Save. The Terms of use dialog appears.
  3. Select I agree to grant PII access.

Notifications

Refer to the Notifications topic to learn how to manage notifications.