DV360 Update Access & Roles | OpsBlu Docs

DV360 Update Access & Roles

How to adjust DV360 roles and advertiser scopes without disrupting campaigns or billing.

Update Access & Roles

Use this guide to modify Display & Video 360 (DV360) permissions when user responsibilities change. Properly updating access maintains security, ensures compliance, and prevents disruption to campaigns or billing.

Understanding DV360 Access Model

Partner vs. Advertiser Access Levels

  • Partner-level access: User can access all current and future advertisers under the partner
    • Changes to partner-level users affect access to all advertisers immediately
    • Best for internal teams managing multiple advertisers
    • Higher security risk - limit to essential personnel
  • Advertiser-level access: User limited to specific advertisers you select
    • Changes only affect selected advertisers
    • Must edit advertiser list individually
    • Better for agencies, contractors, or role-specific access
    • Recommended for most users per principle of least privilege

Available Roles

Administrator:

  • Full access to user management, billing, Floodlight configuration, and API credentials
  • Can create and manage other users at partner or advertiser level
  • Required for Floodlight tag ownership and configuration
  • Highest privilege level - reserve for essential personnel only

Standard:

  • Can create and manage campaigns, line items, insertion orders, and creatives
  • Cannot access user management, billing, or partner settings
  • Most common role for campaign managers and traders
  • Ideal for day-to-day campaign operations

Read-only:

  • Can view campaigns, reports, and performance data
  • Cannot edit campaigns or configurations
  • Perfect for analysts, stakeholders, and oversight roles
  • No risk of accidental campaign changes

Billing (or Finance):

  • Can view and manage billing information, invoices, and payment methods
  • Limited campaign visibility depending on configuration
  • Some partners use Finance role for invoice-only access
  • Best for accounts payable and finance teams

Billing visibility toggle:

  • Separate permission that can be added to any role
  • Grants access to invoices and payment details
  • Should be enabled only when explicitly needed
  • Document all billing access grants for compliance

When to Adjust Roles

Update user access when:

  • Role transitions: External trader moves to reporting-only role after handoff
  • Responsibility expansion: Campaign manager needs additional advertiser access
  • Responsibility reduction: User no longer manages certain advertisers
  • Finance requests: Billing visibility needed for invoice or payment management
  • Temporary elevation: Strategist needs temporary Standard rights for specific project
  • Compliance requirements: Quarterly access reviews require role adjustments
  • Agency relationship changes: Agency contract scope expands or narrows
  • Security incidents: Downgrade to read-only pending investigation
  • Seasonal needs: Temporary Standard access for holiday campaign, then revert to read-only
  • Training periods: New hire starts read-only, promotes to Standard after training

Pre-Update Assessment

Before changing user access:

Document current state

  1. Screenshot current access for audit trail
  2. Document current role and advertiser assignments
  3. Note billing visibility status
  4. Identify owned assets: Floodlight activities, audiences, campaigns
  5. Record in ticket or access log

Determine new access level

  1. New role needed: Administrator, Standard, Read-only, or Billing
  2. Access scope: Partner-wide or specific advertisers
  3. Billing visibility: Should billing toggle be enabled or disabled
  4. Advertiser changes: Add or remove specific advertisers
  5. Duration: Permanent change or temporary elevation

Obtain approval

Get written approval from:

  • User's manager or partner account owner
  • Finance or compliance if adding billing visibility
  • Security if elevating to Administrator role
  • Legal if contractual or vendor-related change

Document approval in ticketing system or access log.

Plan Floodlight ownership transfer

If downgrading from Administrator to lower role:

  • Identify Floodlight activities user owns
  • Select new Administrator owner for Floodlight configs
  • Plan transfer before role change to prevent orphaned assets
  • Notify new owner of responsibilities

Update Workflow

Step 1: Access user management

  1. Sign in to Display & Video 360
  2. Navigate to correct Partner from partner selector
  3. Go to Settings (gear icon) → User Management
  4. Verify you have Administrator access

Step 2: Locate user

  1. Find user in active users list
  2. Review current role, access level, and advertiser assignments
  3. Screenshot current state for documentation

Step 3: Edit user access

  1. Click Edit or Edit Access next to user name
  2. User editing form appears

Step 4: Update role

  1. Select new role from dropdown:
    • Administrator (requires business justification and approval)
    • Standard (most common for campaign managers)
    • Read-only (for reporting and oversight)
    • Billing or Finance (for invoice access)
  2. Review role description to confirm appropriate selection

Step 5: Update access scope

For partner-level access:

  • Confirm Partner is selected if user needs all advertisers
  • Verify this is approved - partner access is privileged

For advertiser-level access:

  • Select Advertiser option
  • Click Select Advertisers
  • Add advertisers: Check boxes for new advertisers to grant access
  • Remove advertisers: Uncheck boxes for advertisers to revoke access
  • Avoid "All advertisers" checkbox unless explicitly approved
  • Document advertiser changes in access log

Changing from partner to advertiser or vice versa:

  • Changing access level is a significant permission change
  • Requires additional approval and justification
  • Document reason for change thoroughly

Step 6: Update billing visibility

  1. Review Billing or Finance toggle
  2. Enable if user needs invoice or payment access (requires finance approval)
  3. Disable if user should not see billing information
  4. Document billing changes in access log

Step 7: Transfer Floodlight ownership (if applicable)

If downgrading from Administrator to lower role:

  1. Before saving role change, navigate to Advertiser → Floodlight → Configuration in new tab
  2. Identify Floodlight activities owned by this user
  3. Transfer ownership to another active Administrator
  4. Verify transfer successful
  5. Return to user edit form
  6. Document ownership transfer

Step 8: Save changes

  1. Review all changes for accuracy
  2. Click Save or Update
  3. Changes take effect immediately
  4. User may need to log out and back in to see updated access

Step 9: Verify changes

  1. Refresh User Management page
  2. Confirm updated role and advertiser list display correctly
  3. Screenshot updated state for audit trail
  4. Check both partner-level and advertiser-level user lists
  5. Verify billing visibility matches intended state

Post-Update Tasks

Notify user

  • Inform user of access change
  • Explain new role and capabilities
  • List advertiser changes if applicable
  • Provide effective date (changes are immediate)
  • Share updated onboarding docs if role significantly changed

Update documentation

Update the following:

  • Access log or ticketing system:
    • User email and name
    • Date of change
    • Old role and new role
    • Old advertisers and new advertisers (if changed)
    • Billing visibility changes
    • Reason for change
    • Approver name
    • Screenshots before and after
  • Internal roster or RACI matrix
  • Floodlight documentation if ownership transferred
  • API documentation if Administrator role changed

Test new access

Have user test new permissions:

  • Administrator: Verify can access User Management, Floodlight, billing (if enabled)
  • Standard: Verify can create/edit campaigns and line items
  • Read-only: Verify can view reports but cannot edit campaigns
  • Billing/Finance: Verify can access invoices and payment methods
  • Advertiser changes: Verify can see new advertisers and cannot see removed ones

Schedule review

  • Set follow-up reminder in 30 days to confirm access still appropriate
  • If temporary elevation, set reversion reminder for end date
  • Add to quarterly access review schedule

Troubleshooting

Changes saved but user still has old access:

  • Have user log out completely and log back in
  • Clear browser cache and cookies
  • Check if user has access through different partner account
  • Verify changes were saved successfully (check user list)
  • Contact Google DV360 support if persists after 24 hours

Cannot change role because user owns Floodlight activities:

  • Transfer Floodlight activity ownership first
  • Changes will save after ownership transferred
  • Contact Google support if blocked after transfer

User needs both partner and advertiser access:

  • Cannot mix access levels for single user
  • Choose partner-level if user needs broad access
  • Use advertiser-level for better security with specific advertiser list

Added advertisers but user cannot see them:

  • Verify advertisers are active (not archived)
  • Have user refresh browser or clear cache
  • Confirm access level is set to Advertiser (not Partner)
  • Check if advertisers were moved to different partner

Billing visibility enabled but user cannot see invoices:

  • Verify Billing toggle is enabled (separate from role)
  • Confirm partner has billing configured
  • Check if user has appropriate billing role (Administrator, Billing, or Finance)
  • Contact Google support if billing access still not working

Downgraded user can still access sensitive features:

  • Verify role change saved successfully
  • Check for duplicate accounts or other access paths
  • Have user log out and back in
  • Review advertiser-level permissions if partner access removed
  • Contact Google support if permissions not updating

Need to temporarily elevate access:

  • Document start date and planned reversion date
  • Set calendar reminder to revert access
  • Approve both elevation and reversion in advance
  • Monitor usage during elevated period

Best Practices

  • Document every change with reason, approver, and before/after screenshots
  • Obtain approval before making role changes, especially elevations to Administrator
  • Use principle of least privilege: Grant minimum access needed for user's responsibilities
  • Prefer advertiser-level access over partner-level for better security
  • Transfer Floodlight ownership before downgrading Administrators
  • Test access changes immediately after updating
  • Notify users of changes and explain new capabilities or limitations
  • Screenshot before and after for audit trail
  • Enable billing visibility only when explicitly needed and approved
  • Set review reminders for temporary access changes
  • Maintain access matrix documenting all users, roles, and changes over time
  • Schedule quarterly reviews to audit all user access levels
  • Limit Administrator role to essential personnel only
  • Rotate API credentials when Administrator users are downgraded or removed
  • Use read-only role for stakeholders who need visibility without edit rights
  • Avoid "All advertisers" selection unless explicitly required and approved
  • Keep at least 2 Administrators at partner level to prevent lockouts
  • Document business justification for every access change

Common Use Cases

Agency transition from active management to reporting:

  1. Confirm handoff date with agency and internal team
  2. Transfer campaigns to internal team
  3. Change agency user role from Standard to Read-only
  4. Reduce advertiser list to only those requiring ongoing reporting
  5. Disable billing visibility if enabled
  6. Notify agency of change and new access level
  7. Document transition in access log

Seasonal elevation for campaign launch:

  1. Analyst needs Standard access for Q4 holiday campaign
  2. Document temporary elevation with start and end dates
  3. Change role from Read-only to Standard for specific advertiser
  4. Set calendar reminder to revert on January 15
  5. Notify user of temporary elevation and reversion date
  6. Monitor usage during elevated period
  7. Revert to Read-only after campaign concludes

Finance team needs invoice access:

  1. Finance requests billing visibility for budget reconciliation
  2. Obtain approval from partner owner and finance manager
  3. Edit user to enable Billing visibility toggle
  4. Keep role as Read-only or change to Billing role
  5. Verify user can access invoices and payment methods
  6. Document billing access grant with approver
  7. Schedule annual review of billing access

Expanding agency scope to new advertisers:

  1. Agency contract expands to include 3 additional advertisers
  2. Obtain approval from partner owner and legal
  3. Edit agency user to add new advertisers to advertiser list
  4. Verify role remains Standard (no elevation needed)
  5. Notify agency of new advertiser access
  6. Update contract documentation
  7. Add to quarterly access review schedule

Downgrading after security incident:

  1. Security team requests immediate downgrade pending investigation
  2. Change user role from Administrator to Read-only
  3. Transfer Floodlight ownership to another Administrator
  4. Disable billing visibility
  5. Rotate API credentials if user had access
  6. Document incident and downgrade in security log
  7. Coordinate with security team for next steps
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