Automations are not visible to some users

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Introduction

In ActiveCampaign, automations are a critical component that allows users to streamline their marketing efforts. However, there may be instances where certain account users cannot see specific automations even if their user group settings include Manage automation permissions and access to all lists. This article explains why this issue occurs, how to resolve it, and the necessary steps to ensure that the correct permissions are in place.

Understanding the visibility of automations is essential to ensure that all team members have access to the tools they need for efficient workflow management. Thus, resolving permission issues is vital for maximizing productivity within the platform.

How to Access This Feature

To access the automations and manage permissions, you will need admin privileges. Once logged into your ActiveCampaign account, you can reach the automation settings through the main menu on the left side of the screen.

Step-by-Step Instructions

Follow these steps to set the correct permissions for each automation:

1. Log in as an Admin.
2. Click on Automations in the left menu to access the Automation Overview page.
3. Once on the Automation Overview page, locate the automation you want to modify and click the arrow located on the top right of the automation canvas.
4. In the automation settings modal, find the section labeled User groups who can access this automation.
5. Click on the dropdown to view the available user groups.
6. Check the box(es) next to the user groups that you wish to permit access to the individual automation.
7. If a user group appears greyed out in the dropdown, you must update the User Group access under Settings > Users and Groups to grant the necessary permissions.
8. Once the necessary groups are selected, click the Save button.
9. Finally, click Close to exit the settings.

Configuration Options and Settings

The primary configuration options pertinent to this issue include:

• Manage Automation Permissions - This setting must be enabled for the user groups that should have the ability to view and manage automations.
• User Groups - These groups consist of defined user roles within your ActiveCampaign account, and each group can be assigned permission settings tailored to your organizational needs.

It is important to note that the ability to view automations is contingent upon the timing of permission settings relative to when the automations were created.

Best Practices and Tips

To prevent issues with automations being invisible to users, consider the following best practices:

• Regularly review and update User Group permissions to ensure they remain aligned with team roles.
• Familiarize your team members with the correct procedures for accessing automations to prevent confusion.
• Only grant Manage automation permissions to users who truly need them to maintain control over automation management.
• Document changes made to permissions and the rationale behind them for future reference.

Troubleshooting

If users continue to experience difficulties seeing specific automations after updating permissions, consider the following troubleshooting steps:

• Verify that the correct User Group permissions have been applied and saved.
• Check the creation date of the automations versus when user permissions were set up to determine if a timing issue exists.
• Ensure that the impacted users have the latest permissions and refresh their session to see any changes.

Revisit the automation settings if issues persist and ensure that all steps have been accurately followed.

Related Features

For more information on managing user permissions and automations, you may find these related features useful:

• User Groups
• Automation Permissions
• Account Settings

FAQ

1. Why can't some users see all automations?

Some users may lack visibility because the user permissions set for the individual automation do not grant access to their user group, even if the group has Manage permissions in general.

2. Do I need admin rights to modify automation permissions?

Yes, only users with admin rights can access and modify automation permissions.

3. What happens if a user group is greyed out?

This indicates that the user group does not currently have permission to access the automation and you'll need to update the group settings under Settings > Users and Groups.

4. How often should permissions be reviewed?

It's best practice to review permissions regularly, especially when team roles or responsibilities change.

5. Can automation be shared across different user groups?

Yes, you can select multiple user groups for automation access to ensure that various teams can collaborate more effectively.

6. What if I still have difficulties after following the instructions?

If issues persist, consider reaching out to ActiveCampaign support for further assistance.

7. Is there a limit to how many user groups can be assigned to an automation?

There is no specific limit to the number of user groups that can be assigned to an automation; ensure that the groups selected align with your organization's needs.

By following these guidelines and instructions, you should be able to effectively manage automation visibility for users within your ActiveCampaign account. ```