Understanding Users and Groups

Overview

VIDIZMO offers a comprehensive system for managing enterprise video content and digital evidence management systems, emphasizing the importance of user management. Users within the platform are categorized into distinct roles, each assigned specific responsibilities and permissions that come with that role. These roles enable streamlined organization and control over user activities, ensuring efficient media management.

VIDIZMO facilitates the flexibility to add users to multiple groups and communicate with entire groups, simplifying collaboration. Additionally, the system supports seamless group imports through Single Sign-On (SSO), aligning organizational units with VIDIZMO User Groups. To gain a deeper understanding of Users and Groups, please continue reading the article for comprehensive insights.

Roles and Permissions

• Managers and Administrators can add, edit, and delete a User.

Users in VIDIZMO

For organizations to effectively manage their enterprise video content management(EVCM) or Digital Evidence Management system(DEMS) and allow its users to derive maximum benefits from it for their usage requirements, it is imperative to introduce a centralized system for User management. In VIDIZMO, we allow specific authoritative roles in the User hierarchy to modify how much a user, part of an organization, may participate.

Users in VIDIZMO can be classified into multiple roles, each with a specific purpose for participating in the organization's media management. This helps streamline defining responsibilities for every User by standardizing certain rules and permissions for every defined role. These roles are then assigned to every User being added to the VIDIZMO Account, determining the scope of their operative and functional responsibilities within the application while mapping their profile's accessibility to certain permissions/restrictions for ease of management. 

These Roles include Administrator, Manager, Moderator, Contributor, Viewer and Anonymous Viewer. To learn about what these roles offer and how they differ in authority, read more here: Understanding User Roles.

Vidizmo further categorizes users as Federated users or Non-federated users. A user who logs in to the portal with VIDIZMO-specific credentials is considered a Non-Federated User. On the other hand, a user who logs in with an organization's Identity Access Management system like Okta or third-party logins like Facebook is considered a Federated user, which then authenticates the user and provides basic profile information to VIDIZMO for acknowledgment. The Non-federated user will, by default, have a Viewer role.

To access user information, go to the Users & Groups page. Here, you can find details like name, Portal, join date, status, and last login information for all users in the Groups. If you select a specific group, you can see the number of users in it and their information, as well as any sub-groups with their names and dates they were added. You can toggle between these options by using the top-left corner of the list display.

Managing Users in VIDIZMO

VIDIZMO enables the authoritative Roles to perform actions/operations on the Users. These actions include:

• Search Users: The ability to search a User via First Name, Last Name, and Email Address. 
• Filter Users: This can be performed based on Roles, Enabled/Disabled Users, display limit, and Federated/Non-Federated Users. Moreover, VIDIZMO allows filtering for additional characteristics, i.e., Custom Fields.
• Add Users: The functionality to add Users to the Portal can be performed by defining the Role and Email Address of the User. The User receives an email and is required to register to the Portal. For enhanced organizational ease, VIDIZMO allows adding multiple Users simultaneously. To learn about adding a User to a Portal, read about it here: How to Add New Users in a Portal.
• New Request: Based on the Security Policy employed on the Portal, a User requesting to join the Portal is displayed in this section and requires the Admin or Manager to approve the request. To approve or reject a join request, read How to Approve or Reject New Requests. To understand the Security Policies in VIDIZMO, read Understanding Portal's Security Policy.
• Edit User: To view or update basic information such as First Name, Last Name, Groups, Country, etc., about a particular User. To edit a User, read How to Edit a User. Here, the User Role can also be changed for a User. To change the User Role, read: How to Change a User Role.
• Delete User: To remove a particular user from the Portal. To understand how to delete a User from the Portal, read How to Delete a User.
• Perform Bulk Operations: To increase efficiency and save time, VIDIZMO provides the ability to perform certain operations on multiple Users simultaneously. These include:

1. Bulk Edit: Utilizing this option to revise the Roles of selected Users. To change User Roles in bulk, read How to Edit User Profiles in Bulk. 
2. Delete: The ability to remove the Users permanently from the Portal. 
3. Disable/Enable: The capability to make Users active or inactive within the Portal.
4. Reset Password: Use this option to change the passwords of Users. Moreover, to acknowledge the Users, VIDIZMO provides the functionality to Email the new passwords to them. To reset passwords, read How to Reset Password for Other Users.
5. Auto Email Confirmation: An administrator or manager has the capability to invite new users, allowing them to directly access the portal without the requirement for email confirmation.

Portal Access Request Process

Each new User can request to be added to a portal if they are not already a part of it. The User needs to access the portal URL and click on the "Join [Portal Name]" button displayed on the top right next to the "Sign In" button. 

The User will be redirected to the Join Portal page, where after filling in their details, they can request to join the Portal. After a portal administrator or manager has accepted their request, the User will be notified by email and be able to access the Portal as per the user role assigned to them. To learn about it, read How to Complete your VIDIZMO Registration.

Why Organizations Need Groups

For typically large organizations with hundreds to thousands of employees, grouping them for their responsibilities and functional roles in both EVCM and DEMS systems:

• It makes the users' experience more focused and specialized to their requirements.
• Helps in centralized policy-making and Access and Management controls.

A group is a convenient way to manage a collection of users. When users are part of a group, it becomes easier to control, manage, and assign content to them. By creating groups, the Administrator can avoid the need to set permission settings for each individual User. Instead, they can implement settings for the entire group. Groups also help segregate content within a Portal, which improves employee productivity by ensuring that the content is relevant to each User.

Groups in VIDIZMO

In VIDIZMO, authoritative roles can add users of one group to another and send emails to the entire group. Moreover, groups can be imported through Single Sign-On (SSO) to VIDIZMO through the Federated System by directly mapping the Organizational Units (OUs) from the company's ID directory onto VIDIZMO User Groups. This helps organizations sort employees for their relevant functional responsibilities for specialized user experience without going through the hassle of manually populating users in their respective groups. No restriction exists on the number of Groups allowed to be created within a Portal.

VIDIZMO also provides an added functionality to merge Users and existing Groups inside a Group. This is helpful when a certain functional group incorporates a few other users to achieve a short-term goal in their business context.

To understand Groups in-depth, refer: Managing Groups: Create, Edit and Delete

Note: By default, All Users added to the Vidizmo portal group are assigned the All Users group. This group cannot be edited or deleted.

Managing Groups in VIDIZMO

VIDIZMO allows the authoritative roles to execute the following operations on the Groups as stated below:

• Create Group: The ability to make a new Group within the Portal by defining the Name, Email Address, and Description for the Group. 
• Delete Group: Utilizing the option to remove a Group.
• Edit Group: To redefine the Group details such as Name, Email, and Description. In order to Create, Edit or Delete a Group, refer: How to Create, Edit and Delete a Group.
• Filter Groups: To search for a Group by Name or Email Address for improved and faster results within a Portal. 
• Add Users in the Group- Once a Group is created, only the existing Users or Groups of the Portal can be added to the newly created Group. Moreover, VIDIZMO allows the search facility to enhance the Manager+ Roles experience while adding Users or Groups. To add Users in a Group, read: How to Add Users in a Group.