Giving Agencies Access in Vodori

When your organization collaborates with external marketing or creative agencies, you need to provide them with the right access in Vodori so they can contribute without compromising internal controls. This guide focuses on the practical steps customers should take after their environment has been configured.

In this article we will discuss:

1. Setting up agency users

2. Granting agencies access to specific documents

3. Troubleshooting: when an agency can’t see a job

4. Agency best practices

Setting up agency users

1. Confirm the Agency is available. If the Agency in question does not appear under the Agency visibility field, please fill out the configuration form to request it to be added. Once added, the proceeding steps can be followed.

2. Add the agency’s users. In your administration area, Invite the accounts for agency staff using their email addresses and choose the Agency persona then the Agency group. For more on Agency persona, please read the Agency persona article.

3. Verify your license allocations. External users often count against a separate seat allocation. Make sure your contract covers the number of agency users you plan to invite.

Granting agencies access to specific documents

Agency users cannot see a document unless you explicitly allow them to do so. When you start a new job or a revise an existing one:

1. Select the agency from the Agency list. On the Start Job screen (or the details screen), pick the appropriate agency from the drop‑down. This ensures that members of that agency group can see the document. If you leave this blank, agency users will not see the job or its documents.

2. Add the agency as collaborators when uploading is needed. Selecting the agency from the list grants viewing and edit rights. If the Agency users also need edit access to the document they did not create, they can also be added as collaborators. 

Troubleshooting: when an agency can’t see a job

• Check the agency selection. Confirm that the correct agency was chosen when the job was created or revised. If no agency was specified, you’ll need to revise the job and select the agency.

• Confirm group membership. Ensure the user’s account is part of the agency group that has been given access.

For additional support, please reach out to us either in app or using our form.

Agency best practices

• Keep agency groups simple. Vodori creates dedicated groups for each agency with only the permissions they need pre-determined by your business. This simplifies administration and prevents cross‑agency visibility.

• Train internal initiators. Always select the correct agency when starting a job and add collaborators where necessary, or ensure the Agency always chooses themselves within the list. This prevents most access issues.