Managing User Levels and Permissions
Getting Started
Each employee within your organization should have their own login to your LetterStream account. This article goes over how to create new user logins modify their accessibility levels and explains various user options within your LetterStream account.
In This Article
Adding Users
Removing Users
- Hover over My Account in the top navigation bar and select Manage Users (this page will be available to anyone who is set up as an Administrator within your LetterStream account). From here you have the ability to add, edit, or delete a user
- From the list of current users, locate the one you wish to remove and select the Delete link to the far right of the user's information
User Levels
User
This is a basic user that can see only their own jobs. They will not be able to see any jobs that are created except for the ones created with their username/password. A user also does not have access to the following My Account sub-menus:
- Billing Information
- Activity Reports
- System Notifications
Manager
A Manager has all of the abilities that a basic user has, plus the ability to see the jobs of all other users within the company account. In addition, they have access to Activity Reports. They can also release any jobs that are on hold within the account.
Administrator
An Administrator has all of the power! Not only do they have all the abilities of a Manager user, but they also have the ability to add new users to the company account. They are also notified of important system messages in the event that LetterStream is unable to reach a user. An Administrator has access to all the sub-menus under My Account, and they can request critically important features, such as the option to purge all of the data within the account or even close the account.
Account Owner
You might notice that one user within your account has an "account owner" tag. There are no differences between the account owner and Administrator users other than to indicate who initially created the LetterStream account.
User Settings, Options, and Permissions
There are a few different settings you can choose beyond the User Type settings when creating a new user. These options include “View Only”, “Hide Financials” and “Auto Hold User Jobs”. You can also give a user a new password here if they need one as well.
View Only
Check this box if you do not want this user to be able to create, edit, delete or modify jobs. This setting is typically used for someone in an accounting department role to be able to see and report on activity. This setting is best used with a Manager user type.
Hide Financials
Check this box to prevent a user from seeing invoices and having the ability to pay for jobs, even if money is available on the account. In effect, this user will be able to load jobs on the LetterStream website, but they will not be able to complete the process of submitting jobs to LetterStream production department without someone else who is able to approve payment. If payment is attempted, they will be provided with this notice: "Your account is not authorized to approve payment"
Auto Hold User Jobs
When selected, this option will put a hold status on every job loaded by this user. This prevents their order from being approved and worked on by LetterStream until someone removes the hold status from the job. Any user with access to the job, including the creator, could remove the hold status and proceed with approval.
This option is great for new users as they get the hang of creating mailings. It can serve as a reminder that their job needs to be review by a supervisor before approval or could serve to just remind them to double check their mailing.