Manage your bot users
When creating an end-to-end bot flow, there may be instances where certain flows need to be handled by other teams or require assistance from other team members. To enable effective collaboration and allow your team to contribute to building an efficient bot, you can share bot access with other users. A notification is sent to the super admin when the invited users(collaborators) accept or reject your request.
Only the super admin can provide bot access to other users. Access can be revoked at any moment on the Access control tab.
User roles and access
The following table outlines various roles along with the associated access privileges for the bot:
| Role | Description | Modify access |
|---|---|---|
| Super Admin | This user has full control over all bot features. The role cannot be deleted or swapped on the UI (this action is only possible through Admin portal). |
|
| Admin | This user has access to all modules and their components. |
|
| Developer | This user has complete access to bot components but cannot edit bot configurations or invite other users to use the bot. | Developer access must be provided to add Approver. |
| Database Viewer | This user is limited to editing and viewing tables and their data in selected databases. | |
| Approver | This user has complete access to bot components (as a Developer) and also has the ability to publish the bot from staging/development to production/live. | Developer + Approver |
| Inbox (Admin) | This user can respond to assigned customer chats or emails and can view Monitor, Analytics (self-reports), and KB. |
|
| Inbox (Agent) | This user can respond to their assigned customer chats or emails and has viewing access to Monitor, Analytics (self-reports), and the KB. | |
| Insights (Analytics) | This user can only access standard analytics (default table), bot health monitoring, user journey tracking, and goal monitoring for informed decision-making. | |
| Insights (Admin) | This user has holistic access to all bot-related data and analytics, enabling in-depth analysis. | |
| Engagement (Admin) | This user can manage campaign deployment and audience configuration for effective engagement strategies. | |
| Engagement (User) | This user can only schedule and view campaigns. |
Share bot access
Sharing bot access allows you to grant view or edit permissions to other users. You have full control over which modules they can access. However, only admins or super admins can grant these permissions.
Each environment has a unique bot ID. When granting access, make sure you are in the correct environment for the bot. To provide access across all environments, you need to grant access individually in each one.
To share bot access with other users, follow these steps:
In the Environment drop-down menu, select the environment for which you want to grant access.
On the left navigation bar, go to Settings and click on Access Control.
Click +Invite user.
- In Email, enter the official email address of the user.
- In Access control, choose the user role you wish to assign. You can assign multiple roles as needed.
Click Save. The invited user will receive an email with an invitation to access the bot.
Accept bot invites
When bot admins provide you with access to a bot, you can accept the invitation as outlined below. Note that bot invites are specific to each environment; if you are given access to a Live or Production bot, you will not be able to access Staging bots.If you need access to other environments of the bot, your admin must provide access separately for each one.
To proceed with accepting the invite, you have two options available:
A. If a bot admin has already provided access, you can accept the invitation received via email.
B. You can also accept through the Invite Notifications received on the cloud platform.
View bot invites
Your own bots will not be visible in this section.
In the Profile settings > My invites section, you can easily access and manage(Accept/Delete) pending bot invites sent by other team members.
You can explore and access different bots that belong to the Yellow.ai organization by searching for specific bots using their bot ID, name, or sub ID.
If you need access to a bot created by other members of the organization, you can search for that bot and click Request access. The Super admin will review the request and provide access to the bot if approved.
As a Super admin/Admin, you will see a list of pending bot invites. You can choose to either Accept the invitation to gain access to the bot or Decline it if you wish to decline the invitation.
You will receive notifications regarding bot invites, making it convenient for you to respond promptly.
Manage bot access
With Super Admin/Admin privileges, you can monitor user interactions with your bot, including access requests, current access status, and access request history. Follow these steps:
Click the Access control icon.
Navigate to the Users tab to view a list of users with access to the bot. You can manage individual user permissions by utilizing the menu options beside each user's name:
- Click Edit for role adjustments
- Click Delete to remove bot access.
In the Invites tab, you can observe any pending access requests. This section provides information about the invitee, the person who extended the invitation, and the assigned role.
- To prompt the invitee to respond, you can opt to Resend Email.
- If you wish to withdraw the invitation, choose Revoke.
The User Requests tab displays details pertaining to users who have formally requested access to the bot.
You can also find this information in the Bot invites section for your convenience.