Managing access in the portal

Abstract

Overview of organizations, team members, apps, and access in the Sitecore Cloud Portal.

When a Sitecore Cloud Portal organization is created, Sitecore sends an email invitation to the assigned organization owner. This team member has the Organization Owner role, which means they can invite other team members to the organization.

If you have an Organization Admin or Organization Owner role, you can define what apps a team member can access, their role in each app, and the work they can do in the portal.

You can manage the access of a team member when you invite them to your organization and from the Team members page.

Key terms

Organization

An organization is a collection of related team members and Sitecore products. An organization can have one or more Sitecore products, with multiple instances of each product.

An enterprise company or a solution partner might have multiple organizations, while a smaller company might have one organization.

Each organization uses a set of rules to determine who can access each product and what work they can do.

Team member

A team member is a user in the portal. A team member's access role determines the apps they can open and the work they can perform.

A team member can be part of multiple organizations and have different roles in each organization or app.

App

An app is an instance of a Sitecore product. For example, a company might have three XM Cloud apps in its organization: one for development, staging, and production.

The organization of a Sitecore solution partner might contain multiple apps of XM Cloud for each of its customers.

Access roles

There are two levels of access in the Sitecore Cloud Portal: Organization access and App access. These access levels determine which apps and features of each app, a team member can use.

Organization access

Every team member has an organization access role. You can assign an organization role to a team member when you invite them to your organization and modify their role.

All team members have one of the following organization roles:

Organization access role	Description
Organization User	Only has access to the apps that an Organization Admin or an Organization Owner assigns to them.
Organization Admin	Has an Admin role in all apps in the organization. They can also: Invite team members to the organization, manage their access to each app, and export their data. Manage MFA for your organization. Access the XM Cloud Deploy App. Create a support case.
Organization Owner	Has the same permissions and access as an Organization Admin. They can also: Assign and remove other Organization Owners.

Note

You cannot change your organization role or remove yourself from an organization.

App access

If a team member has an Organization User role, you can control their access to different apps by assigning app access roles. Team members with an Organization Admin or Organization Owner role automatically have an Admin role in all apps.

When you assign an app access role to a team member, you grant them access to the specific Sitecore app. Each Sitecore product can have different roles and depending on the app role assigned, a team member may have limited or no access to certain features within an app.

Learn more about app roles for every Sitecore app: