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Version: V12

How to Manage Chat Sessions as an Administrator in VIDIZMO

Conversation Management gives you a portal-wide view of every conversation in the portal. Use it to review any conversation, manage its shares regardless of who owns it, lock a conversation to freeze it, or delete conversations.

To understand access levels and permissions, see Understanding Chat Sharing in VIDIZMO.

Prerequisites​

  • Belong to a group, or hold a CAL, that grants the chat management permission. Without it, the Manage chat sessions icon doesn't appear.

Open Conversation Management​

  1. Open the chatbot in full view.
  2. In the sidebar header, select the Manage chat sessions icon (the people-with-gear icon), next to the search and new-conversation icons.
  3. The Conversation Management panel opens, listing every conversation in the portal.

Note: The Manage chat sessions icon is shown only to users who hold the chat management permission. For everyone else, the chat header looks unchanged.

Review the conversation list​

Each row shows:

  • Title — select it to open the conversation on the right. The creation date appears below the title. For a copy, a subline links to the conversation it was copied from.
  • Created by — the owner's name and picture.
  • Recipients — the people and groups the conversation is shared with, shown as a cluster of avatars with a +N overflow when there are many.
  • Status — a Locked chip when the conversation is locked, and a Shared chip when it has any active shares.

Filter the list​

Select the filter icon to open the filter strip, set any of the filters, then select Apply. Select Clear to reset them.

  • Title — match against the conversation title.
  • Created by — limit to conversations started by specific users.
  • Sharing — Shared or Not shared.
  • Locked — Locked or Unlocked.
  • Created on — a date range with From and To.

Open a conversation​

Select a conversation's title to open it on the right. What you see depends on your access to that specific conversation — the chat management permission lets you govern conversations, but it doesn't grant read access to their contents:

  • Your own conversation — full interactive mode; you can continue it.
  • A conversation shared with you — you take part according to your share: read-only as a Viewer, or able to reply or make a copy as a Collaborator.
  • A conversation you neither own nor are shared on — access is denied. You see You don't have access to this conversation, not the history.

Read a conversation you don't have access to​

To read a conversation you don't own and aren't shared on, share it to yourself first:

  1. On the conversation's row, select the actions (…) menu, then select Manage shares.
  2. Add yourself as a recipient — Viewer is enough to read it.
  3. Select Save Changes, then open the conversation. It now appears under your Shared With Me tab as well.

Note: Managing shares, locking, and deleting work on any conversation without sharing it to yourself. Sharing to yourself is only needed to read the conversation's contents.

Manage shares on any conversation​

From Conversation Management, you can manage shares on any conversation, even ones you don't own.

  1. On the conversation's row, select the actions (…) menu, then select Manage shares. You can also reach it from the action menu in the open conversation.
  2. The Share modal opens with an Admin badge and a Shared by column so you can see who created each share.
  3. Add, edit, or revoke shares as needed. Your actions are recorded under your own identity, not the owner's.

For how the share modal works, see How to Manage and Revoke Chat Shares in VIDIZMO.

Lock or unlock a conversation​

Locking freezes a conversation. While it's locked, no one — not the owner, not any recipient — can send a new message, real-time collaboration stops, and making a private copy is blocked. Everyone can still read the full history. Sharing, renaming, and deletion continue to work.

  1. On the conversation's row, select the actions (…) menu.
  2. Select Lock, then confirm. To reverse it, select Unlock.

A locked conversation shows a Locked chip in the list, and anyone who opens it sees the notice This conversation has been disabled by a portal administrator for further responses.

Delete a conversation​

  1. On the conversation's row, select the actions (…) menu, then select Delete.
  2. Confirm when prompted.

Deleting a conversation removes its shares as well, so recipients lose access. The action can't be undone.

Act on several conversations at once​

  1. Select the checkbox on each conversation you want to act on, or select Select all to take the whole page.
  2. From the bar that appears, select Delete, Lock, or Unlock, then confirm.
  3. Select Clear selection to deselect.

See also​

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