Overview

Media Viewing/Editing Access is governed primarily by your Role & Portal's Settings, which makes it easy for users to set up access at the Portal level, so they do not have to worry about the security and privacy of their content. However, there may be occasions when you would prefer to define unique media accessibility permissions for each media in your Media Library for a particular User.

You can use VIDIZMO's Limited Sharing option to allow access to users within or outside your organization by giving them Editor Rights/ Viewer Rights on a specific media. VIDZMO provides you with the functionality to assign four types of Limited Share Licenses:   

  1. Viewer   
  2. Limited Viewer   
  3. Editor   
  4. Limited Editor   

  

When a user establishes a license on a case/Collection or folder/Playlist, the permissions assigned to the parent will cascade down to its child items. Doing this ensures consistent access restrictions and settings across related elements. Consequently, any limitations placed on a case/Collection will be applied to both the case/Collection itself and the evidence/Playlist within, safeguarding data integrity and maintaining desired security measures.    

  

Previously, in VIDZIMO, contributors had limited access that could only allow them to perform specific tasks on their own media content or shared content. The contributors had very basic rights on the Portal. The current upgrade will enable Administrators, Managers and Moderators to temporarily give limited viewing and editing rights to content uploaded publicly or privately in customized settings. 

Contributors can now use a completely functional and customized portal that gives them content viewing and editing rights for media uploaded to the Portal by the admins and all subsidiary user roles. The contributors now also have the option to give temporary viewing and editing rights to their content indefinitely or for a limited period.

 

To gain a clear understanding of the Limited Share feature, go through this article: Limited Sharing with Viewing & Editing Rights 

 

Prerequisites

  • For EVCM, it is essential to have a minimum role of Contributor+ in order to carry out the limited share functionality.
  • For DEMS, users are required to hold the Contributor+ role.


Note: Within DEMS, the limited share capability is extended to users holding the Contributor+ role. Admin users, however, do not possess access to this feature.


Performing Limited Share with Viewing and Editing Rights

Access Limited Share via Navigation Pane 

  1. From the Portal's Home Page, click on the navigation menu on the top left of your screen.  
  2. Select Home from the menu options to proceed. 

 

 
 

 

3. Navigate to the section where your media files are stored. This section may be named Media Library or Evidence Library. 

4. Browse through the media files and choose the desired mashup(s),you can select them individually or in bulk. 

5. At the top navigation, you'll see a header menu with different choices. Click on "Limited Share" to instantly open the Modal for Limited Share settings.

6. Alternatively, you can also click on Settings and access Limited Share via the Settings option. 

 

 

Access Limited Share via Overflow Menu 

You can also manage Limited Share options through the overflow menu. Here’s how: 

  1. Click on the overflowing menu icon, revealing a menu. 
  2. From the menu, you can directly select Limited Share or navigate to Settings and choose Limited Share. 


 

Configure Limited Share Settings 

From the overflow menu, choose "Settings”, and you’ll be directed to the Settings page. 

  1. Inside the Settings page, find and select the "Access and Share" tab 
  2. Within the Access and Sharing tab, locate the "Limited Sharing" section and click on the share link to open the Limited Share modal, enabling you to assign the limited share licenses. 
  3. In the Who can access it? Section, if you select Limited Share, only the users with the limited share license will be able to access the content. 

 

Note: In the EVCM portal, the Access and Sharing tab encompasses four distinct sections: 

  1. Who can access it? 
  2. How to Access It?
  3. When will it be available?
  4. Limited Sharing 



Assign Users & Groups 

  1. Within the Limited Share modal, locate the text input fields for searching users and groups. Input the names of users or groups in the Search Users & Groups field. 
  2. By clicking on Share with anyone using a Link, you can create a limited share license. 
  3. The selected user/group will be added to the list below. 
  4. Assign roles and permissions to the selected users by using a dropdown. 
  5. Use "Edit" to modify rights and "Delete" to remove licenses. 


Configure Viewer and Editor Rights 

For Viewing Rights: 

     1. If you choose Viewer from dropdown, then the user will only be allowed to view the content.


 

 2. Opt for Limited Viewer to set time/view limitations on the content. If the set duration/views expire, the user will no longer be able to access the content. You can toggle between the unlimited and limited options for viewing permissions.


 

For Editing Rights: 

  1. If you choose Editor from the dropdown, the user will be granted editing rights on your content.

 

2. Opt for Limited Editor to set the permissions and time/view limitations. Views can be unlimited or limited. If the set duration/views expire, the user will no longer be able to access the content.  



 

Note: Editor/Limited Editor role is restricted for the internal portal users. Viewers can only be assigned Limited Share License with Viewer/Limited Viewer Rights. 


Saving the changes and notifying users 

  1. After configuring rights and permissions, click Save Changes button and then Close.
  2. A notification will confirm the successful addition of evidence access rights. 


3. The "Save Changes" button triggers email notifications to selected users and groups,a sample of which is shown below. 

4. Users can log in to the VIDIZMO portal to view the content.  



Sharing with External Users 


To facilitate content sharing with external users, you can follow the instructions provided in the preceding section. In the designated Search Users and Groups field, either input their email addresses directly or utilize the Share with anyone using a link feature. Once the necessary steps have been completed to grant them a limited share license, they will quickly receive an email with a link to access the shared content.  


Individuals who are not yet registered as Viewers within the Portal will be automatically redirected to the Complete Registration page. Once this registration process is finalized, unrestricted access to the playback page will be granted.  

For further insights into this procedure, you can refer to: How to Complete your VIDIZMO Registration



 

Note: Completing the registration process registers the External Viewer in VIDIZMO as a Public user. However, it does not register them in your Account/Portal. This ensures that External Viewers are only able to view media that they have been explicitly given access permissions to, using the login credentials they choose during the registration process. Their access will be restricted to other published media in your library, otherwise accessible to your internal authenticated users. 

 

Limited Share Permission to a Group 

You can turn on Limited Share permission for all the users in a group, and it will be applicable to the User’s uploaded content only. By turning it On, users will be able to Limit Sharing their content with internal & external portal users or generate a link to share with anyone. 

  1. Expand the Admin tab and choose Users & Groups. 

  2. Select the desired group and click on Edit Group from its overflow menu. 
  3. Inside the Permissions section, navigate to the Access Assignment tab. 
  4. Activate the Limited sharing permission to enable this feature.


 

Note: Users with the Manager+ role can turn on Limited Sharing permission for all users in a group. 
 

Control Sharing with External Users 

VIDIZMO provides a unique function of enabling users to share media with external users to view the media shared: 

  1. Go to Control Panel and navigate to Security Policy 
  2. In the Custom tab, locate the Sharing Options section. 
  3. Uncheck the Allow sharing with external users box if you don’t want to create a Limited share license for an external audience.



VIDIZMO's intricate system of Roles, Portal Settings, and Limited Sharing Licenses ensures secure and customized media access. The recent upgrade empowers Contributors with enhanced permissions, promoting seamless collaboration and content control while maintaining data integrity and privacy.