Adjust Adobe Analytics Roles for the collaborator

Modify product profiles, report suite visibility, and tool rights as scopes change.

Use this checklist when the collaborator needs additional permissions, feature enablement, or reduced scope within Adobe Analytics. Adobe's product profile model allows granular control over tools, report suites, and administrative capabilities.

Understanding Permission Updates

Adobe Analytics permission modifications can involve multiple layers:

Product Profile Changes

Adding to Additional Profiles: Grant access to new report suites or tool sets
Removing from Profiles: Reduce scope when engagement narrows
Switching Profiles: Move from one permission set to another (e.g., "Analyst" to "Admin")
Profile Role Elevation: Change from standard user to Product Administrator within a profile

Report Suite Access Adjustments

Adding access to new report suites as properties launch or migrate
Removing access to specific suites when engagement scope reduces
Switching from "All Report Suites" to specific suite access for tighter control
Adding virtual report suite access for filtered data views

Tool and Feature Permissions

Enabling Analysis Workspace, Report Builder, or Data Warehouse
Granting Segment Builder and Calculated Metrics creation rights
Providing Admin Tools access for suite configuration
Allowing Classifications management for taxonomy uploads
Enabling API access for programmatic data retrieval

Cross-Product Access

Adding Adobe Launch (Tags) access for tag management responsibilities
Granting Adobe Target access for testing and personalization
Providing Audience Manager or CDP access for data management

When to Update

Engagement Scope Evolution

New report suites launch and the collaborator requires visibility for QA or implementation support
Customer Journey Analytics, Cross-Device Analytics, or other add-ons are enabled and require access
Contractual scope expands to include additional properties or brands
Specific report suites transition from active implementation to maintenance-only access
Client acquires new properties requiring analytics instrumentation

Security and Compliance Changes

Internal security reviews mandate tighter multi-factor authentication or IP allowlists
Annual access reviews identify over-privileged accounts requiring permission reduction
Audit findings require documentation of admin access with potential downgrade
Data processing agreements change requiring restricted access to PII-containing suites
Compliance requirements mandate separation of production and development access

Organizational and Operational Shifts

Collaborator changes roles or responsibilities within the organization
Project phases transition (discovery → implementation → maintenance)
Temporary elevated access expires after specific implementation tasks
Service account consolidation combines multiple accounts with different permissions
API credential rotation requires permission updates

Update Workflow

Modifying Product Profile Membership

Sign in to adminconsole.adobe.com
Select the correct Adobe organization from the dropdown
Navigate to Users and locate the collaborator's account
Click the user to open their detail page
Under Products, review current Adobe Analytics product profile assignments
To add a new profile:
- Click Assign Products
- Select Adobe Analytics and choose the additional product profile
- Click Save to apply
To remove a profile:
- Click the X or Remove next to the profile name
- Confirm the removal
Document the change in your IAM tracker with date, profiles added/removed, and justification

Adjusting Permissions Within a Profile

Navigate to Products → Adobe Analytics in the Admin Console
Select the relevant product profile from the list
Click the Permissions tab to view current settings
Modify permissions as needed:

Analytics Tools

Click Edit next to Analytics Tools
Add or remove tools: Analysis Workspace, Report Builder, Data Warehouse, Admin Console
Save changes

Report Suites

Click Edit next to Report Suites
Add new report suites by selecting from the available list
Remove suites by deselecting or clicking the X
Toggle between "All Report Suites" and specific suite access
Save changes

Metrics and Dimensions

Adjust access to specific metrics or dimensions if using granular controls
Typically left at default unless specific data restrictions apply

Admin Rights

Click Edit next to Admin Rights
Enable or disable specific admin capabilities (Processing Rules, Classifications, etc.)
Save changes

Changes propagate within minutes but may take up to 30 minutes for full effect
Document the permission modifications in your access tracker

Changing Profile Role (Product Admin)

If the collaborator needs to manage users within the product profile:

Open the product profile in the Admin Console
Navigate to the Admins tab
Click Add Admin
Search for and select the collaborator's account
Choose Product Admin role
Save and document the elevation with approval reference

Cross-Product Access Updates

Adding Adobe Launch Access

Navigate to Products → Adobe Experience Platform Data Collection
Assign to the appropriate property profile
Define role: Develop, Approve, Publish, or Manage Properties
Coordinate with Launch admins on property-specific access

Adding Other Experience Cloud Products

Adobe Target: Assign Observer, Editor, or Approver roles
Adobe Audience Manager: Grant appropriate datasource and segment access
Adobe Journey Optimizer: Provide campaign management or analysis access

Federated ID and SSO Environments

For organizations using SSO with automated provisioning:

Update the user's group memberships in your identity provider (Okta, Azure AD, etc.)
Verify directory group mappings align with Adobe product profiles
Wait for synchronization (typically within hours, sometimes overnight)
Verify changes appeared in Adobe Admin Console
Manual changes in Adobe may be overridden by automated sync - coordinate with IT team

Communication and Validation

Notify the Collaborator

Inform the collaborator's engagement lead about:

Product profiles or permissions modified
Report suites added or removed
New tools or features enabled
Effective date of changes
Any impact on current workflows
Expected timeline for validation

Internal Documentation

Update your access records with:

Request ticket or approval reference
Date and time of modification
Product profiles and permissions changed
Report suites added/removed
Tool access granted/revoked
Requester and approver names
Business justification

Validation Steps

Verify changes appear in Admin Console user detail page
Ask the collaborator to log in and confirm:
- New report suites appear in suite selector
- Previously restricted tools are now accessible (or vice versa)
- Admin functions work as expected if granted
Check the Audit Log in Admin Console for confirmation of changes
Update your IAM tracker with validation completion date
Schedule follow-up if changes don't propagate as expected

Common Update Scenarios

Implementation Phase Completion

Initial State: Product Admin with full tool access and all report suites
Updated State: Standard user with Analysis Workspace only and specific production suites
Rationale: Implementation complete, ongoing reporting support only
Actions: Remove from admin profile, add to analyst profile, document configuration handoff

Scope Expansion to New Properties

Initial State: Access to website report suite only
Updated State: Access to website, mobile app, and backend server suites
Rationale: Engagement expanded to include mobile and server-side analytics
Actions: Add new report suites to existing product profile, update documentation

Temporary Admin Elevation

Initial State: Analyst with read-only access
Updated State: Product Admin for 2-week implementation sprint
Rationale: Specific project requires processing rule configuration and classifications uploads
Actions: Add to admin profile temporarily, set calendar reminder to revert, document approval and expiration

API Access Addition

Initial State: UI-only access via product profile
Updated State: UI access plus API credentials for data extraction automation
Rationale: Client requires automated daily reporting feeds
Actions: Create OAuth Server-to-Server integration in Developer Console, assign technical account to product profile, share credentials securely

Adobe-Specific Considerations

Launch/Tags Publishing Rights

If the collaborator manages Adobe Launch properties, coordinate access updates between Analytics and Launch product profiles
Publishing permissions in Launch don't automatically grant Analytics access - manage separately
Ensure the account has appropriate rights for both platforms when managing implementation

API Credentials and Service Accounts

For Server-to-Server OAuth integrations, rotate client secrets when permissions change significantly
JWT credentials (legacy) should migrate to OAuth - plan migration during permission updates
Technical account permissions in Developer Console must align with product profile assignments
Document API credential lifecycle in your security log

Data Warehouse and Report Builder

Data Warehouse access requires explicit permission and may have additional approval requirements
Report Builder (Excel add-in) requires desktop software installation plus product profile permission
Scheduled Data Warehouse requests may break if permissions change - review and reassign ownership

Virtual Report Suites

Virtual report suite access is granted via the parent report suite permission
Curators can be assigned separately from general report suite access
Consider VRS for providing filtered views when full suite access isn't appropriate

Troubleshooting Permission Updates

Changes not reflected after 30+ minutes

Verify the change was saved successfully in Admin Console
Check for conflicting product profile assignments
Ask the collaborator to log out completely and log back in
Clear browser cache and cookies
For Federated ID, verify IdP sync completed if permissions are directory-driven

Can't modify product profile (grayed out)

Ensure you have System Administrator or Product Administrator rights
Product Administrators can only manage users within their assigned profiles
System Administrators are required for profile creation and permission modification
Contact your Adobe administrator if you lack necessary privileges

Automated provisioning reverts manual changes

Organizations using User Sync Tool or UMAPI have automated provisioning
Manual changes may be overridden on next sync (typically daily)
Update source of truth (IdP groups, CSV files) rather than Admin Console directly
Document manual exceptions with IT team for inclusion in automated processes

Report suite still inaccessible after permission grant

Verify the report suite wasn't deleted or renamed
Check that the suite has data and is active
Confirm the permission change saved successfully
Allow up to 30 minutes for propagation
Clear cache and test in incognito mode
Contact Adobe Support if issue persists beyond 1 hour

API credentials stop working after permission change

API service accounts are tied to technical user product profile assignments
Changing the associated product profile may revoke API access
Verify the technical account has appropriate permissions in Developer Console
Regenerate client secrets or tokens if necessary
Test API calls immediately after permission changes to catch issues early

Security Best Practices

Apply principle of least privilege - grant minimum necessary permissions for the engagement
Review product profile assignments quarterly even if scope hasn't officially changed
Require re-approval for Product Admin or System Admin access renewals
Document business justification when maintaining elevated access long-term
Set calendar reminders to review and revert temporary permission elevations
Create engagement-specific product profiles rather than modifying shared profiles
Audit report suite access periodically to ensure alignment with current engagement scope
Implement approval workflows for permission elevation requests above standard analyst access

Compliance and Audit

Log all permission changes in Admin Console Audit Log (automatic) and your external IAM tracker
Capture before and after screenshots for significant permission modifications
Maintain documentation of approval chains for admin access grants or renewals
Include permission updates in quarterly access certification reports
Document data access implications if report suites containing PII were added or removed
Ensure updates comply with data processing agreements and client contracts
Retain change records for compliance framework duration (typically 3-7 years)
Schedule regular reviews to validate permissions still align with business needs

Adobe Launch Coordination

If Analytics permissions change, review Launch property access for alignment
Publishing workflows may require coordinated permissions across both platforms
Ensure the account can access necessary Launch environments (dev, staging, production)

Data Layer and Implementation Documentation

Update implementation documentation to reflect new report suites or features in scope
Share custom eVar/prop definitions and processing rules with newly granted access
Provide classification schemas and upload templates if classifications management was enabled

Downstream System Updates

Update BI tools, data warehouses, or dashboards if Analytics access changes affect data flows
Modify scheduled Report Builder workbooks if permissions impact automation
Adjust Data Warehouse request ownership if admin rights change

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