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Setting up the Elvis Cloud environment

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.

The Avatar menu

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.

Categories

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:

  1. Rule is set up which controls access to files, either based on their location, on the metadata they contain, or on both.
  2. 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.
  3. 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.

Environment diagram

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.

  1. A Rule is set up with a path to the 'Demo Zone' folder.
  2. Download Presets are created.
  3. The Rule is assigned to user 'Liza' and only the Permissions 'View' and 'Use original' are selected.
  4. Metadata fields for sections 'File', 'General' and 'System' are set to 'View'.
  5. Download Presets are assigned.

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'.

The Avatar menu

The 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:

Returning to Elvis Cloud

To leave the Management Console and return to Elvis Cloud, click your Avatar and choose 'Go to your Elvis'.

Document history

  • March 2017: Added information about managing users with admin rights.
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