Managing Access

 

Overview

Once you have been granted Administrator access to your instance, you can begin setting up departments and users to access your system. There are only a few important things to understand in the system so that you grant the appropriate level of access to each person.

 

The Dashboard

The dashboard is comprised of several tabs that run along the top. The tabs shown below may not be the same tabs you see in your system. Only the tabs that are relevant to your services will display.

At minimum, you will see the Dashboard, Depts/Users and Logout tabs. These tabs provide the most common tasks that are needed in all systems.

 

Understanding Departments

Departments are simply containers that group people and content. Depending on how you set up a department, it may have a "web site," or it just may be a grouping of people in your system. Think of departments as a way of organizing information and then granularly allowing access to that information.

In the case of a public web site, the "products" area could be a department that houses all the product pages. Then, you could give selected people access to manage only those pages. However, a department can also just be a grouping of people in your system with no public-facing pages at all.

Innersync will typically pre-configure your system with the minimum departments you need to begin using your system immediately. Let's look closer at how the departments are laid out.

  1. Clicking the "Depts/Users" tab will bring you to the page that enables you to add and modify departments as well as the users under each of them.
  2. Main departments are indicated over a dark grey background color while "sub-departments" are shown as children under them. This is simply the administration view to see clearly how your system is structured. There is no limit to the number of departments, however we recommend you have a reason for creating a new department.
  3. Clicking the green "Add Sub Dept" button next to a main department adds a new sub department under the main. Notice the icon to the left of the sub-departments. Icons that have a globe with the contact card means the department has public-facing web pages. Icons without a globe have no web pages. Usually, this is simply a container to hold a group of people (ex: marketing).
  4. In the example above, the marketing department has two people under it (referenced by the number in perens next to the department).
  5. Clicking the green "Add People" button next to a sub-department will allow you to add a person under that department.

 

Setting Up Users (Team Members and Outside People)

To add a new user, click the "Depts/Users" tab at the top, and then click the green "Add People" button next to the department you wish to add this person.

Complete the required fields to add a new user and select the access your would like the user to have:

Administrator:

  • Add, modify and delete users
  • Add, modify and delete departments and sub-departments
  • Full access to all files and pages
  • Access to private assets and batches

 

Publisher:

  • Search and download assets
  • Create and e-mail lightboxes for external users to download assets
  • Optional additional permissions:
    • Imagespace Administrator: Permission to add, modify and delete assets
    • Department Administrator: Permission to add viewer access to the digital asset portal
    • Request Administrator: Approve access request from external users
  • No access to private assets and batches

 

Viewer:

  • Search and download assets
  • Create lightboxes but can not e-mail the lightbox
  • No access to private assets and batches

 

 

Suggested Welcome Email for New Users

When you have set up your system and are allowing a group of users in for the first time, it is wise to send out a welcome email that tells them what to expect the first time they log into the system. This email can be sent from your regular email client or however you like, but it should have something like the following:

Dear Users:

Welcome to NAME's digital asset library. Below is a link to the login and a temporary password to gain access to the system. Once logged in, you will create your own password.

Feel free to use or modify this text as you need.

 

Approving a Request for Access

Administrators will see a sub-link on the main menu labeled "Requests (X)" with a number in parenthesis. The number in parenthesis is the number of requests waiting to be moderated.

These requests are generated when someone clicks the "Request Access" link on your login page. So, rather than an administrator creating an account and sending out a welcome email, this makes it simple for someone to put in all their information for you and then request access. All that is left to do is for an admin to moderate the request ultimately granting access to the system.

 

Various Emails Sent by the System

There are several emails that are sent by the system. As an Administrator, being aware of them can be helpful in the event your users have questions. The main emails sent by the system are:

 

Forgot Password Email

This email arrives in a users inbox when they complete the "Forgot Password" process on your login screen.

 

Request Access Email #1

When a user clicks "Request Access" on your login page, they are asked to complete a simple form including their name and email address. When they complete that process, they get an initial email with a link to allow them to validate their email address.

Only when they complete this process will the system administrator get an email saying someone has requested access. Consequently, this is also when the number in perenthesis increments on the main menu next to "Requests (X)".

 

Request Access Email #2

When the administrator moderates and approves the login request, the following automated email is sent out.

The user can now login and begin using the system.