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Version: V12

How to Design a User Access Form

Any information that a business stores digitally needs to be properly protected and the user pertaining to that data must have control over it. From contact information for your staff and users to the financial information and payment details, data usage is protected by law in most parts of the world.

VIDIZMO implements the integral access management strategy with multiple permissions and settings including providing the capability to inquire the end-users to Log Reason for Access of any Evidence or Case. This way, a smooth monitoring process can take place within an organization where the law enforcing agencies are aware and keeping a detailed record of which officer accessed what evidence or case and for what purpose. VIDIZMO provides its users the functionality of designing the Access Form which is used for maintaining cookies, privacy policies, and logging access reasons.

A User Access Form can have two use-cases:

  • Consent - Obtain user agreement to terms, policies, or data processing
  • Reasoning - Require users to provide a reason for accessing content

Prerequisites​

  • You need to have the link to the User Validation Form since this functionality is only accessible through a direct URL.

NOTE: For more information about privacy policies, see How to Define a Privacy Policy.

Configure User Access Form​

  1. Select the navigation menu.
  2. Expand Admin.
  3. Select Portal Settings.
  4. In the address bar, update the URL to: https://your-portal-url/portal-settings/manage-visitor-verification-policy
  5. Press Enter. The validation form page will open.
  6. Select Add to open a new form.
  7. Fill in the form as per your requirements. Fields with an asterisk (*) are mandatory.

Form Fields​

Version​

This field shows the version of your policy. When you configure a form for the first time it should be 1 and after every update, its version should be updated.

NOTE: Every time the version has been updated, user consent would be taken again by displaying them the consent form on the portal. This is subject to Renew Consent check available in Portal Settings > Privacy Policy where customer organizations choose whether or not to renew consent on the change of the consent form.

Title​

This will be reflected as the title of your validation form.

Message​

In this field, you briefly define what user data you are tracking and why. The user can then decide if they want to select the 'Agree' button (or any text of your choice) or select one of the access reasons to use the portal.

Submit Button​

This is one of the most important fields as it's a call to action to get the user's consent or submission of access reason.

Expires After​

In this field, you define the frequency for requesting user consent or reason again:

  • Each Access - Modal/Slide-in footer is displayed an unlimited number of times.
  • Closure of Browser - Modal/Slide-in footer is displayed once per session.
  • Day - Modal/Slide-in footer is displayed once per day.
  • Week - Modal/Slide-in footer is displayed once per week.
  • Month - Modal/Slide-in footer is displayed once per month.
  • Year - Modal/Slide-in footer is displayed once per year.
  • Never - Modal/Slide-in footer is displayed only once and then never.

NOTE: The expiry of Never is applicable to Portal Specific Events whereas Mashup specific events are applicable based on browser cache. If the cache of the browser is cleared, the expiry of Never will not be applicable to Mashup Events. For an Anonymous User, the expiry is always Closure of Browser to the maximum.

Redirect URL​

This is the URL where you want to redirect the user in case of failed authentication of user consent.

NOTE: This Redirect URL works only for scenarios where validation is applied in the fields.

Visible Only to Logged-in Users​

Checking this field will only show the validation form to the logged-in users. It helps you decide if you want to show the privacy policy changes to all users or only to the logged-in users.

INFO: All Users include Logged In, Logged Out and Anonymous Users.

Mode​

This dropdown lets you select the position and type of user consent form:

  • SlideInFooter - Displays the consent form at the bottom of your portal page. This allows the user to use the site without accepting the terms and conditions, but the consent form will remain open throughout the session.
  • Modal - Displays the user consent agreement form in the center of the portal page. This only allows users to see your portal content and use the portal if they agree to the terms and conditions.

VIDIZMO Events​

These are the events and actions you can select from for which you want to display prompts or slider:

  • Audio Viewed - Display a modal/slide-in footer whenever an audio is played back by a user.
  • Video Viewed - Display a modal/slide-in footer whenever a video is played back by a user.
  • Image Viewed - Display a modal/slide-in footer whenever an image is viewed by a user.
  • Document Viewed - Display a modal/slide-in footer whenever a document is viewed by a user.
  • Live Webcast Viewed - Display a modal/slide-in footer whenever a Live Stream is played back by a user. This is an EnterpriseTube/EVCM Legacy specific event.
  • Playlist Viewed - Display a modal/slide-in footer whenever a playlist is opened by a user. This is an EnterpriseTube/EVCM Legacy specific event.
  • Case/Collection Viewed - Display a modal/slide-in footer whenever a case/collection is opened by a user.
  • Quiz Viewed - Display a modal/slide-in footer whenever a quiz is viewed by a user. This is an EnterpriseTube/EVCM Legacy specific event.
  • Survey Viewed - Display a modal/slide-in footer whenever a survey is viewed by a user. This is an EnterpriseTube/EVCM Legacy specific event.
  • Case/Collection Item Viewed - Display a modal/slide-in footer whenever content within a case/collection is viewed by a user.
  • Video Downloaded - Display a modal/slide-in footer whenever a video is downloaded.
  • Image Downloaded - Display a modal/slide-in footer whenever an image is downloaded.
  • Audio Downloaded - Display a modal/slide-in footer whenever an audio is downloaded.
  • Document Downloaded - Display a modal/slide-in footer whenever a document is downloaded.
  • Portal Accessed - Display a modal/slide-in footer whenever a user lands on the Channel/Portal.
  • User Logged In - Display a modal/slide-in footer whenever a user logs in to the Account/Portal.

INFO: In VIDIZMO, content on the Portal's homepage or media library is considered a mashup but content inside a collection/case is considered a collection item.

NOTE: Where only Case Item Viewed event was selected and the other Viewed events were not selected, if a user accessed/viewed the same evidence from homepage, no modal will pop-up. To make sure a user is displayed a modal/slide-in footer for both the locations of Evidences (within a case or from homepage), select all VIDIZMO format Viewed (Image, Document, Video and Audio Viewed) events along with Case Item Viewed.

Show Separate Validation Form for Each Event​

Select this checkbox if you want to display a new modal or slide-in footer separately for each event selected from VIDIZMO Events.

Control JSON​

Below are examples of Control JSON Codes for designing a user validation form.

Example 1: Age Restriction

Use this when you want to limit access to the portal to only a specific audience in order to comply with legal obligations. This code can be modified and used as per your requirements. The example below is designed to allow users in the age bracket of 18 and 36. The users will enter their age in the age field and on the basis of the given age, either user would be allowed to visit the portal or not. In each case, an appropriate information message would also be displayed to the user.

[
   {
      "maxYears":36,
      "minDateErrorMsg":"You're too old to drink",
      "minYears":18,
      "maxDateErrorMsg":"Your drinking age is not legal.",
      "dateInputFormat":"MM/DD/YYYY",
      "key":"192873",
      "label":"Date of birth",
      "placeholder":"Provide your age here",
      "controlType":"date",
      "required":true,
      "hideErrorMsg":true
   }
]

Example 2: Access Reason

Use this when you want to limit access unless the reason is provided by the user. One dropdown is configured to give customized reasons. In the value field of options, reasons can be customized according to the requirement. The number of reasons can also be edited by adding more labels and respective values or by removing them if not needed.

An additional textbox field is also provided to give an explanation of the reason chosen if the user wants to.

The required key which is set to true makes it mandatory for the user to provide input and enable the submit button.

[
   {
      "key":"accessReason",
      "label":"Reason",
      "required":true,
      "placeholder":"Reason",
      "controlType":"dropdown",
      "options":[
         {
            "label":"Reason 1",
            "value":"Reason 1"
         },
         {
            "label":"Reason 2",
            "value":"Reason 2"
         }
      ]
   },
   {
      "key":"accessExplanation",
      "label":"Access Explanation",
      "placeholder":"Access Explanation",
      "controlType":"textbox",
      "required":true
   }
]
  1. Select Update once you are done with the necessary changes.

See Also​

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