Manage campaign access in Sitecore Stream

Sitecore Stream offers flexible campaign access management to help teams collaborate efficiently while maintaining control over who can view and contribute to specific campaigns. This topic covers the rules for managing campaign membership, how users can request access to campaigns, and how admins can approve or deny those requests.

Permissions to manage campaign membership

Campaign members and Sitecore Stream admins can add and remove people from a campaign, assign tasks to people who are not members of a campaign, or tag them in task comments. People with read-only permissions cannot do this.

  • Adding members - admins and campaign members (with a User app role) can add users directly on the Overview page. Admins can approve join requests.

  • Removing members - admins can remove any user, including themselves or other admins. Campaign members (with a User app role) can remove other members but they cannot remove admins. Read-only users cannot remove anyone.

    Note

    Members removed from a campaign appear as User removed in task assignments. Users removed from the organization are labeled as Unknown User.

  • Assigning tasks - admins and campaign members (with a User app role) can assign tasks to users who are not yet campaign members. After assignment, they are automatically added to the campaign as members.

  • Tagging in comments - admins and campaign members (with a User app role) can tag users who are not yet campaign members in the task comments. After tagging a non-member in a task comment, you'll be prompted to add them as a member of the campaign.

For more detailed permissions by role, see Managing Stream app roles.

Request to join a campaign

Users who are not members of a campaign can request to join directly from the Overview page. Requests do not expire and remain pending until an admin takes action. This feature complements the existing ability for admins and existing campaign members to add other members manually.

To request to join a campaign:

  1. In the Stream navigation menu, click Campaigns, then click the name of the campaign you want to join.

  2. On the Overview page, open the Deliverables tab, then the List tab.

  3. Click Request access.

  4. In the Request to join dialog, optionally enter a reason for joining, then click Send request.

After your request is submitted:

  • All admins, including those who are not currently part of the campaign, will receive a notification in Stream.

  • You'll see a note on the Overview page and campaign list page indicating that your request is pending.

  • When an admin approves or rejects your request, you'll get a notification in Stream.

  • If approved, you gain full access to the campaign's details and collaboration features.

Approve or deny a join request

Admins in Stream can review and respond to campaign join requests in the Notifications dialog or on the Settings tab of the campaign. When one admin responds to a request, the notification is automatically removed for other admins.

To approve or deny a join request in the Notifications dialog:

  1. To review any pending join requests, in Sitecore Stream, click the notification icon on the navigation menu.

  2. Click Accept or Deny to respond to a request.

After your request is submitted:

  • The notification is removed for other admins.

  • Rejected users can submit another request later.

To approve or deny a join request on the Settings tab:

  1. In the Stream navigation menu, click Campigns, then click the name of the relevant campaign.

  2. On the Overview page, open the Settings tab.

  3. In the Members requests section, click Accept or Deny.

After you take action:

  • The requestor will be notified in Stream. Rejected users can submit another request later.

  • If approved, the new member’s name appears in the Members section for the campaign.

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