Overview


Viewing Access is governed primarily by your Portal's Settings, which makes it easy for users to set up access at the Portal level so that they do not have to worry about the security and privacy of their content. However, there may be occasions where you would want to define accessibility permissions for the content on your Portal Library. You can use VIDIZMO's Limited Sharing to give access to your content to users or groups within your Portal. In addition to this, Limited Sharing can also be used to allow viewing access to users outside of your Portal. This feature is particularly useful if you need to provide access to people outside your organization, such as customers, partners, or the general public. VIDZMO also provides you with the functionality to assign viewing permissions (or a License) to the people you share your content with.


    1. Internal Users or Groups

Internal users are users who are part of your VIDIZMO Portal. You can create Groups and add users to them based on your requirements. You can also control the viewing access of Portal users, either individually or via Groups, in the following ways:

  • You can give them unlimited access.
  • You can specify a period or duration for allowing access.
  • You can set a limit for the number of views.


    2. External users

External users are non-members of the Portal who need to register as Public Users, and they can only view Media specifically shared with them. You can control viewing permissions for these users via the following:

  • You can give them unlimited access.
  • You can specify a period or duration for allowing access.
  • You can set a limit for the number of views.


    3. Anyone using a Generated link

You can generate a unique link for the Media or Evidence you are going to share. Anyone, whether Internal or External, with the link, can view the shared Media. You can control viewing permissions for the users via the following:

  • You can give them unlimited access.
  • You can specify a period or duration for allowing access. 


Prerequisites

  • In EVCM, you need to have a Moderators+ role to share Media with specific users, groups or external viewers  
  • In DEMS, Admin is not able to share the Evidence, other roles may share media based on the permissions granted to them so make sure to have a Viewer+ role. 

 

Content Sharing Options


With Limited Share, users can share Media or Evidence with specific Portal Users and Groups in a Portal so that accessibility is limited to only those who are allowed. Once specified, the Users and Groups receive an email message containing the link to the Portal content.


Similarly, users can also share their Portal content with External Users who are not registered in any Portal with their email addresses. External Viewers are sent two emails when Media or Evidence is shared with them.


  1. The first email contains an invite to the Portal, which they use to register themselves as a Public user and then use those credentials to log in.
  2. The second email contains the link to the Portal content that is shared with them. Clicking the link will redirect them to the content's playback page.


Accessing Media or Evidence Settings


In this demonstration, we'll perform Limited Share on Media present in the Media Library of an EVCM Portal.

Note: Similar to this, authorized users in a DEMS Portal can perform Limited Share from their Evidence Library. 
 

  1. From your Portal’s homepage, click on the navigation menu on the top left of your screen. 
  2. Look for the "Admin" tab and click on it to expand the options. 
  3. Select “Media Manager” from the list, and you will be directed to the Media Manager page. 
  4. From Media Manager: 
  1.  Select a Media file of your choice.


Note: You can also access Media Settings directly from the Playback Page using the overflow menu below the player. To learn more about it, see: Understanding Playback Page


ii. Choose the Settings option from its overflow menu.



Customizing Access and Sharing 


1. In the settings page, five distinct tabs are available for user configuration: Basic Settings, Publish, Access and Sharing, Custom Attributes, and Timed Data. 

2. Navigate to the Access and Sharing tab. Within the Access and Sharing tab, users will encounter four sections: 

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

Note: In DEMS, only options 'a' and 'd' are available in the "Access and Sharing" tab in the Evidence Settings.



3. Locate the Limited Sharing section in the Access and Sharing tab: 

  1. Click on the Share link from that section. 

  2. Optionally, you can assign a password to the Media you want to share as well. In this case, the users must contact Portal Administrators for the password to access the video.



 
4.  A Limited Share modal will appear with two sharing options: 

i. Search users and groups search box: Utilize the search-box feature to seamlessly share Media with specific users or designated groups within your organization. This functionality extends to accommodating external viewers by inputting their email addresses. 

ii. Share with anyone using a link: Generate a shareable link to effortlessly distribute Media beyond your organization.



Sharing Media with Internal Users or Groups


To share with specific users or groups, follow these steps: 

  1. Access the "Search Users or Groups" box and commence by typing the names of the intended users/groups. 
  2. As you type, VIDIZMO will provide relevant matches, and choose the desired user or group for streamlined sharing. 



Note: If you select a group, all members of the selected group will have access to the video. 
 

c. Once a user or group is selected, their details will be shown in the list below. By utilizing the dropdown menu, you can precisely assign their access rights, such as editor or viewer. 

To gain deeper insights into limited sharing, refer to How to perform Limited Share with Viewing & Editing Rights

d. Conclude the process by selecting "Save Changes" to save your configured settings.

 


VIDIZMO will automatically notify the chosen users or groups via email about the shared content.


Sharing Media with External Viewers

  1. One way of sharing content with external users, is to generate a link. Click Share with anyone using a link, this will generate a limited share license with a unique link. 
  2. Anyone with the link will be added to the list, where you can define their copy, editing, and deleting options. 
  3. Once you are done making your selection, click on the Save Changes button to save your settings.
  

4. Another way to granting access to external users is to simply type in their email address in the search box.



5. As mentioned before, they need to register as Public users before they can access the Media. The VIDIZMO Portal sends them two emails, one containing the Registration Link. See how you can complete your VIDIZMO Registration here: How to Complete your VIDIZMO Registration



6. The second email provides the link to the Media shared with the External user. Once their registration as a Public user is complete, they can use the link to view it.



Customizing the “Who Can Access It” section


Once you chose sharing your Media or Evidence with the options selected in the Limited Share modal, you need to make sure that you have "Who can Access It" set to Limited Share Only to ensure that your content is shared with the parties you have selected. To do this for Media or Evidence you've shared:  

  1. Proceed to the "Who can access it?" Section. 
  2. Within this section, opt for the "Limited Sharing" option. This critical step triggers the sharing process exclusively with the specific users, groups, or even external individuals you have in mind. 
  3. Click Save or Save and Close to save the changes you made.


In conclusion, VIDIZMO's media access controls offer a comprehensive solution for managing media viewing permissions. Whether you're concerned about maintaining the security and privacy of your content within your organization or extending access to external users, VIDIZMO's settings empower you to tailor access rights as needed.