Understanding Group Management
This article will go over the understanding of the Users and Groups section in the VIDIZMO portal, where groups are managed efficiently. The User and Group section provides convenient management of groups where feature permissions are assigned to the groups so that users belonging to that group can access features in the portal.
For a more detailed understanding of managing Groups in VIDIZMO, please continue reading this article.
Group Management
Large organizations, especially those with hundreds of employees, typically group their workforce to efficiently manage their user base and enhance the user experience by tailoring it to specific requirements. This approach streamlined access and management controls.
A group is a single, manageable entity that simplifies the management of multiple users. When users belong to a group, it becomes easier to control, manage, and assign content to them. Groups possess unique permissions, and any user within the group inherits these permissions. By creating groups, administrators can apply permission settings to the entire group rather than configuring them for each user. Additionally, groups help segregate content within a portal, enhancing users' productivity by ensuring that the content is relevant to each user.
Types of Groups
When a portal is created, some groups are present by default in the portal and displayed on the manage users and groups screen.
- All Users (Default Group):
By default, every new user added to the VIDIZMO portal is automatically included in this group. This group is permanent and cannot be modified or removed. This group includes all users in the portal, providing a comprehensive overview of the user base.
- Audit Log Reader (Default Group)
A default group with the Audit Log permission enabled as a global feature means that any user who is a member of this group automatically has access to view audit logs in the portal. This permission is granted by default as part of the group's settings.
- Billing Manager (Default Group)
A default group with the Billing reports permission enabled as a global feature means that any user who is a member of this group automatically has access to view billing reports in the portal. This permission is granted by default as part of the group's settings.
- Content Manager (Default Group)
A default group with some feature permissions already enabled as a global feature means that any user who has these permissions can manage content in the portal.
- Contributor (Default Group)
A default group with the necessary feature permissions already enabled is designed for users who want to contribute to the portal. By being part of this group, users automatically have the required permissions to participate and perform actions within the portal.
- Group Manager (Default Group)
A default group with the Group Management permission enabled as a global feature. Any user who is a member of this group has access to manage groups in the portal.
- IT Administrator (Default Group)
This group is configured with all the necessary default permissions for users requiring IT-related features. Users who need access to IT permissions can be added to this group to utilize these capabilities.
- Portal Manager (Default Group)
By default, this group has the necessary feature permissions enabled for managing the portal.
- Report Reader (Default Group)
This group has the Content Analytics permission enabled by default. Users in this group can access comprehensive media analytics for all media in the Media Manager across the portal.
- User Manager (Default Group)
Users in this group can manage other users within the portal, as User Management permissions are enabled by default for managing users in the portal.
- Viewer (Default Group)
Users added to this group will have feature permissions enabled, such as the ability to comment on media and provide feedback. These permissions allow users to engage with media content through comments and offer their input within the portal.
All default groups listed above are marked with a Global badge in the portal and include predefined feature permissions that cannot be removed. You can also create custom groups with feature permissions tailored to your specific needs.
The features available to a user are a combination of features from their CAL (Client Access License) and the groups they belong to. Users retain access to features specified in their CAL, regardless of group settings.
Default groups come preloaded with features aligned with the product. Custom groups can have features enabled or disabled to control user access. If access to a feature is denied through a group, this restriction takes precedence over individual CAL permissions.
The first user of an account is automatically added to all default groups, granting them full access rights within the portal. This user can assign other users to groups and configure group-specific permissions as needed.
Group Management Attributes in User and Group Section
In VIDIZMO, users from one group can be added to another group and can send emails to the entire group. Additionally, a user can be transferred from one portal group to another portal group.
Groups can also be imported through Single Sign-On (SSO) into VIDIZMO via the Federated System by mapping the Organizational Units (OUs) from the company's ID directory directly to VIDIZMO User Groups. Furthermore, VIDIZMO can merge users and existing groups within a group for better management.
- The Create Group option enables users to create a new group within the portal by defining the name, email address, and description for the group.
- To remove the group, use the delete group option. Note that this option is not available for default groups.
- To edit the group details, use the edit group option.
- The Filter option enables you to search for a Group by Name for improved and faster results within a Portal.
- Once a Group is created, only the existing Users or Groups of the Portal can be added to the newly created Group.
Feature Permissions in Groups
Groups work in alignment with CAL (Client Access License) permissions to provide effective user management in the portal.
When a user holds a CAL, they gain access to specific features and services. By default, any user who has been issued a CAL can utilize these features, which are assigned to new users when invited to the portal.
Access control is further refined through groups. If access to a feature is explicitly denied to a user through a group, this restriction overrides the individual permissions granted by the CAL. In cases of conflict between CAL permissions and group restrictions, the group's denial takes precedence.
Group permissions include two categories:
- Portal Level Add-Ons: Permissions available based on the user's product plan that can be customized to meet specific needs.
- Global Group Features: Default permissions enabled in standard default groups to support user functionality. These permissions can also be customized in newly created groups.
Setting Up Email Alerts in a Group
In VIDIZMO, users can configure notification settings for a group to keep its members informed about various events and activities. When a feature with associated subscribed events is enabled for a group, all members will receive email notifications for those events.