Setting up an Elvis Cloud environment for multiple users
When you sign up for an Elvis Cloud account, you are the owner of the account and as such will have full access to all stored files and all features of Elvis Cloud.
When inviting other users to your Elvis Cloud environment, they will initially have no access to any of the files and also have no rights to use any of the features of Elvis Cloud. For these users, Elvis Cloud needs to be set up with access rights to allow or deny them access to specific files or to use specific features of Elvis Cloud.
This article describes how to set up such a multi-user environment.
Who can set up the environment?
Initially, only the person who has signed up for the Elvis Cloud account has access to the tool with which the environment can be set up: the Management console. You can check this by logging in to Elvis Cloud, clicking your Avatar and checking if the option 'Management console' is present.
Once additional users have been added, the role of administrator can (optionally) be transferred to or shared with other users.
Note: For the purpose of this article it is assumed here that you have access to the Management console.
Before you start
You might benefit from first creating an overview (on paper or in a spreadsheet) of all users and user groups and which type of access you want to grant them. (See Setting up Rules and Setting up Download Presets below.)
Keep the following in mind:
- Rules can be assigned to users and user groups. To avoid complex setups and to maintain a good overview, we advise to assign rules on group level as much as possible.
Example: Instead of assigning the same rule to 10 separate users, create a group for these users, add all users to that group and assign the rule to the group only.
- Applying Rules affects the time it takes to perform searches and retrieve search results. The higher the number of Rules assigned and the more complex they are, the more the search performance is affected.
- Be careful assigning 'view' permissions to rules that only contain a query (and no folder). This allows a user to view all assets that match the query in other users' zones as well.
- In the Brand portal, folders appears as 'Categories': links that can be clicked. Because the folder name is used as the name of the Category, make sure that descriptive folder names are used as much as possible. Grant or deny folder access to each user or user group as needed so that only links appear of locations that the user is allowed access to.
Figure: The Demo Zone folder and all its sub folders presented as 'Categories' in the Brand portal.
Different environments for different users
Depending on their subscription, users will work within one of the following environments:
- Users with a Content Consumer subscription will work within the Brand portal, a basic version of Elvis Cloud with limited features.
- Users with a Content Manager subscription will have access to Elvis Cloud and all its features.
How it works
The principle of setting up the environment is as follows:
- A Rule is set up which controls access to files, either based on their location, on the metadata they contain, or on both.
- The Rule is assigned to a user or (preferably) a user group. As part of this step, Permissions are assigned which control the actions that can be performed on the files that are defined in the Rule. Such permissions include viewing, editing or deleting the files.
- Access for viewing and / or editing specific metadata fields and letting users make use of Download Presets is also defined for the user or user group in separate steps.
Example: User 'Liza' needs to be given access to the 'Demo Zone' folder. She should be able to view and copy a file, but should not be able to modify the files in anyway. She should also be able to view the metadata fields for sections 'File', 'General' and 'System' but not be allowed to edit these fields. Finally, Download Presets are made available for her.
See these steps performed in this short video:
Rules and Permissions versus subscriptions / user types
Be aware that allowing users to work with files and with Elvis Cloud is heavily influenced by the type of subscription that the user has: for users with a 'Content Manager' subscription no restrictions apply but users with a 'Content User' subscription can only search for files, download files and share files, regardless of the Permissions set for them.
For more information about the differences between the two subscriptions / user types, see Elvis Cloud licenses.
Setting up the environment
Setting up the environment is done through the Management console. To access it, click your Avatar and choose 'Management console'.
Figure: The Management console.
Although technically there is no strict order in the way to set up the environment, we advise to use the following workflow:
Info: Recommended reading about Rules, Permissions and assigning metadata fields: Setting up access to files and features for Elvis Cloud users.
Note: Various ways of assigning Rules exist, but we will use the workflow of first creating the Rule separately and to then assign it to a user group.
Step 1. Click Rules in the menu on the left followed by Create rule in the bottom right corner.
The Create new rule window appears.
Step 2. Enter a descriptive rule name and add a folder location and / or a metadata query. (For details, see Setting up access to files and features for Elvis Cloud users.)
Step 3. Click Save to close the window.
Step 4. (Optional) Add additional Rules as needed.
The created Rules will be assigned to users when setting up user groups.
By default, users can either download a preview of a file, download the original file, or they can create a custom download to download the file in a specific format, size and resolution.
Note: This applies to downloading files in Elvis itself as well as downloading files that are shared.
To improve efficiency, Download Presets containing often used download settings can be made available to user groups. This way the users do not have to go through the process of creating a Custom Download each time themselves.
Each assigned Download Preset appears in the Download menu for that user.
Figure: Download Presets make it easy for users to quickly download files in a specific format, size and resolution.
Step 1. Click Presets in the menu on the left followed by Add Preset in the bottom right corner.
The New Preset window appears.
Step 2. Define the settings as required and click Add.
Step 3. (Optional) Add additional Presets as needed.
The created Download Presets will be assigned to users when setting up user groups.
Step 1. Click Groups in the menu on the left followed by Add group in the bottom right corner.
The Add Group field appears.
Step 2. Enter a descriptive name and press Enter or click the check mark.
The group is added to the list.
In the list of groups, click one or more groups that you want to edit. The Settings panel appears.
Setting up a user group is done by:
Note: Even though Rules can also be assigned to individual users, we advise to only assign them to user groups for maximum efficiency.
Step 1. Click a Rule that you want to assign.
The Set Permissions window for that Rule appears. With it you define the actions that the users can perform on the files that the Rule gives access to.
Step 2. Select one or more Permissions and click Apply Permissions.
Tip: To quickly select multiple Permissions, click and drag while keeping the mouse button pressed.
Any assigned Rule is highlighted in blue.
Figure: A user group with a single Rule assigned.
Elvis Cloud contains more than 400 different metadata fields. Not every user needs to use all these fields and not every user should be allowed to edit each field (some fields may contain sensitive data such as copyright information).
It is therefore possible to define which fields a user should see and / or edit.
Step 1. In the Settings panel, click Metadata.
The Metadata panel appears.
For each metadata field, 'view' and / or 'edit' rights can be set.
Step 2. Use one of the following methods:
- Set large numbers of fields by selecting them in one of the following ways and clicking the View or Edit button at the bottom of the panel:
- To select all fields, click the check box at the top of the list.
- To select fields for a group of fields only, click the check box in front of the group name.
- To select individual fields, expand a group and select each field.
- Quickly set individual fields by browsing to a field (optionally by using the Search box) and clicking the 'V' or 'E' button for that field.
Step 1. In the Settings panel, click Download Presets.
The Download Presets panel appears.
Step 2. Click a Preset that you want to assign.
Tip: To quickly select multiple Presets, click and drag while keeping the mouse button pressed.
Any assigned Preset is highlighted in blue. When the Settings panel is closed, the Preset icon for a group shows the number of Download Presets that are assigned to that group.
Figure: Download Presets that are assigned to a user group appear highlighted in the Settings panel (A). The number of assigned Presets is also shown in an icon for each group (B).
Now that the access rights have been fully set up, users can be invited. Leaving this step as the last in the process makes sure that when users accept the invitation they will directly have access to the files that they should be allowed to work with.
Users are added by sending them an invitation. The e-mail address of the user is treated as the user account.
Users can be part of one or more groups. By adding a user to a group, they will be given access to the files by means of the Rules that have been set up for that group.
Step 1. Click Users in the menu on the left followed by Invite people in the bottom right corner.
The Invite People window appears.
Step 2. Add the e-mail address of a user.
Note: This should be an e-mail address which has not earlier been used for WoodWing Marqy or WoodWing Inception.
Tip: To add another user, click the '+' icon to display a new e-mail field.
Step 3. Select a user type: Content user or Content manager.
Note: For more information about the differences between these types, see Elvis Cloud licenses.
Step 4. Choose one or more groups that the users should be part of.
Step 5. Click Send invites.
An invitation is sent to the users containing a link to accept the invitation. In the mean time, the users are added to Elvis Cloud and shown in the list of users as 'invite pending'.
The look and feel of Elvis cloud can be changed to match the style of the brand for which Elvis cloud is used, for example by matching it with the branding of a company, product or publication.
The following can be adjusted:
- The logo in the header
- The color of the header
- The highlight color (used for buttons, selections and various other small page items)
Figure: The default Branding settings.
Figure: The Branding settings adjusted to match a coffee brand.
Figure: The Brand portal styled for a coffee company.
Step 1. In the Management console, chose Branding from the menu on the left of the page.
Step 2. Make your changes and click Apply.
Now that additional users have been added, more or other users can optionally be given the administrator role.
For more information see Managing admin users in Elvis Cloud.
Returning to Elvis Cloud
To leave the Management Console and return to Elvis Cloud, click your Avatar and choose 'Go to your Elvis'.
- March 2017: Added information about managing users with admin rights.