Overview

By default, only top-level platform administrators can manage and access Employee Newsletter tools. To distribute content creation responsibilities effectively across your enterprise while protecting corporate information safety, App Managers can delegate access using specific platform roles, site privileges, and advanced privacy parameters.

This article explains how to:

• Understand the newsletter access governance model

• Provision standard newsletter manager roles

• Control content and draft visibility among managers

• Restrict authorised usage of executive sender addresses

Newsletter manager roles & permissions

Newsletter access is explicitly granted and managed through App Manager settings.

Important guardrail: Site ownership or Site Manager status alone does not grant newsletter creation or distribution permissions.

Audience Control Groups (ACGs): Users assigned newsletter permissions through ACGs and App Manager settings can create, manage, and distribute newsletters exclusively to authorised audiences. Users can only access and manage newsletters for the specific audiences and sites they have explicit permission to access.

Grant newsletter access to site owners and managers

To allow specific site administrators to create newsletters for their localised audiences:

1. Navigate to Application Setting > Application > Privileges.

2. Locate the newsletter privileges section.

3. Add the desired site to the approved list.

4. Save your changes.

Important: Site owners and managers can only create and distribute newsletters to members of approved sites. They cannot send newsletters to the entire organisation, other unassigned sites, or audiences outside their assigned permissions.

Create a newsletter manager role

You can create a dedicated platform role for specialised newsletter content creators.

Create the role:

1. Navigate to Manage > Roles.

2. Select Add New Role.

3. Enter a role name, such as: Newsletter Manager.

4. Enable the Manage Newsletter permission checkbox.

5. Click Save.

Assign the role:

1. Navigate to Manage > Users.

2. Edit an existing user or create a new user record.

3. Assign the newly created Newsletter Manager role.

4. Save the user record.

Users assigned this role can create and send newsletters, target specified audiences, send to individual sites, and deploy organisation-wide communications.

Note: Newsletter Manager permissions do not automatically grant global audience management privileges.

Advanced governance & content privacy

Hide newsletters from other managers (confidentiality & campaign privacy)

Certain internal communications, such as executive transitions, sensitive HR adjustments, or financial restructures, require strict confidentiality during the drafting stage.

• App Managers and authorised creators can utilise privacy settings to hide specific newsletter drafts from other peer Newsletter Managers.

• When restricted, the draft, content blocks, and subsequent performance data are only visible to the explicit creator and top-level App Managers.

Restrict "From" address access (sender address protection)

To safeguard corporate brand integrity and prevent unauthorised usage of high-profile executive identities, App Managers can restrict access to specific "From" email addresses.

• Specific verified sender aliases (e.g., ceo@company.com) can be locked down to designated individuals or unique Audience Control Groups (ACGs).

• Standard content creators will only be able to view and select from the specific pool of sender addresses they have been explicitly permitted to use.

Newsletter visibility and access

Newsletter access tightly follows existing Simpplr permissions and does not override core security settings.

Templates, themes, and categories

Templates, themes, and global categories are visible and accessible to all newsletter users to maintain brand consistency.

Draft newsletters

Access to drafts depends directly on your recipient configuration:

• Drafts without recipients: all authorised newsletter users can access drafts that do not yet have specific recipients assigned.

• Drafts sent to all organisation or audiences: only App Managers and users explicitly granted newsletter access by name can view or modify these drafts.

• Site-based drafts: site owners and managers can access drafts only when the recipients belong to sites they manage and the site is included in their newsletter privileges.

Delete draft newsletters

Users with appropriate permissions can delete newsletters that are still in draft status.

1. Select the draft newsletter from your dashboard.

2. Click Delete.

3. Confirm the action when prompted.

Warning: Draft deletion is permanent and cannot be undone. The confirmation prompt helps prevent accidental content loss.

Frequently asked questions

Q: Can a site manager automatically send a newsletter to the entire company?

Ans: No. By default, site owners and site managers can only distribute newsletters to the specific, approved sites they manage. To send communications to the entire organisation or targeted custom audiences, a user must be explicitly assigned the dedicated Newsletter Manager platform role or have App Manager permissions.

Q: How do I make sure a sensitive executive announcement draft isn't viewed by other communication team members?

Ans: When starting the draft, utilise the privacy configuration settings to hide the newsletter. This ensures that peer Newsletter Managers cannot look at the content blocks or early analytics, restricting access solely to you and system App Managers.

Q: Can standard creators send emails from the CEO's corporate address?

Ans: Only if an App Manager explicitly permissions them to do so. Under the sender address protection configurations, high-profile aliases can be restricted to specific names or unique Audience Control Groups (ACGs), removing them from the general dropdown pool.