CHAPTER 9 - CHANGING SETTINGS
Chapter Summary:
Behind the scenes of the EnterMedia system, the SETTINGS tab takes the Administrator to important settings that can be used or changed for a variety of tasks. For managing a catalog or managing the EnterMedia accounts of users and groups, the sub-tabs under SETTINGS are where this is done.
As we learned in Chapter 5 - Entering Meta-Data, an asset record consists of several categories of data, defined by the record's catalog. Under Catalog Settings are a variety of critical functions for each catalog, including: setting up categories in the Category Tree, editing the information in a category through the Category Editor; changing category permissions through the Permissions tab and changing the conditions of a category permission through the Permissions Editor; and Move and Sort to move a category to another location.
The Reports tab lets you generate activity reports on the usage of EnterMedia; Export and Import to backup data in the EnterMedia system.
User Manager lets you manage individual user accounts on EnterMedia; Group Manager lets you create accounts for users and groups, and set permissions. The Admin tab allows export or import of user and group account data as a report.
CATALOG SETTINGS (RED TOOLBAR)
The functions under this heading allow the Administrator to work with a catalog to manage its categories, edit the categories, administer permissions for category access, move a category, generate activity reports on usage of EnterMedia, import and export catalog data for backup.
To access these settings:
1. GO TO and CLICK Settings tab
2. GO TO Catalog Settings and CHOOSE and CLICK a catalog name
3. Catalog Settings area for that catalog will automatically appear with the following tabs across the top of the page: Dashboard, Categories, Products, Files, Orders, Reports, Administer
4. GO TO and CLICK a tab
Below is a description of the Catalog Settings tabs and what they do:
Dashboard - not recommended - This provides little information pertaining to the EnterMedia function
Categories - This is an important tab for managing the categories of items that appear in Catalog Search (BROWSE). When you CLICK on a catalog in BROWSE, it displays the catalog's categories in the Category Tree to the left of the browse results. Categories of an individual record in a catalog can be viewed in the Category Tree of that record.
Using the Category Tree: managing categories
The Category Tree displays the categories that can be edited in the selected catalog. The categories are displayed as a cascade of folders. A category that has sub-categories, or categories under it, is known as a 'parent category'. Its sub-categories are known as 'children'.
When a category is selected from the Category Tree, it engages the Category Editor to its right.
To select an existing category to manage:
1. From Categories tab, GO TO the Category Tree and CLICK an existing category (folder)
2. The Category Editor for that category will appear to the right
To create a new category to manage:
1. From Categories tab, GO TO the Category Tree and CLICK the desired parent category
2. GO TO and CLICK Add New Child Category
3. The new child will appear under the parent
4. The Category Editor will be appear to the right, as above
To show/hide category children :
1. GO TO a parent category and CLICK on the arrow to its left (the catalog does not have an arrow)
To delete a category:
1. CHOOSE a category
2. GO TO and CLICK Delete Selected Category (see above)
3. When prompted, verify your action by pressing OK OR to cancel the delete, GO TO and CLICK cancel
TIP >> Deleting a category will not delete the records that were in the category.
If you suspect the category tree is out of date, GO TO the end of the page and CLICK reload tree.
CAUTION! Deleting a category cannot be undone.
TIP >>> Until a new category is edited, it will be labeled "New Category" and it will automatically be assigned a Category ID.
Using the Category Editor: editing a category
When the Category Editor appears to the right of the Category Tree, it displays several function tabs: Edit Name, Properties, Permissions, Move and Sort, Products, Images, and Options. It opens on the Edit Name tab.
Edit Name Tab - allows changes to basic information about the category, as well as adds images to represent the category
To edit category information:
1. From the Edit Name tab of the Category Editor, ENTER the data for the category (Name, ID, Sort by, Short Description)
2. GO TO and CLICK save edits
To preview how the category will appear in a category search:
1. GO TO and CLICK the preview link (see above)
To add category images:
1. GO TO and CLICK add new image (see above)
2. GO TO JPG Image box and CLICK selection, or CLICK Browse
3. When selected, GO TO and CLICK finish
TIP >>> Images will be saved to the directory thumb/, medium/ or original/ directory.
Properties Tab - not recommended - By default, categories in EnterMedia have no need of properties, and any added properties will likely have no effect.
1. ENTER data in text boxes
2. To save your changes, CLICK Save Edits
3. To edit property fields, GO TO and CLICK edit category property fields
Permissions Tab - using the Permissions Editor for access to category permissions, rules and conditions, adding a permission, override
Background about Permissions
As we know, a catalog is made up of categories. A category has permissions that allow certain types of user accounts to access to that category. Permissions are granted based on certain conditions or requirements. A condition can be added to a permission when: the permission is currently void of conditions, or the category already has a permission condition that accepts children (see Using the Category Tree, above). Children of a parent category inherit the parent's permissions, but these can be changed by editing the conditions of the permissions.
There are two types of permission conditions - Value Conditions, and Boolean Combination Conditions:
Value Conditions - specify that a certain data field must have a specific value. For example, setting the 'Group' condition, below, to the value 'administrators' means that permission is granted only if the user is in the 'administrators' group. Below are the Value condition types available in EnerMedia:
Group: User must be in this group
User: User must have this username
User Permission: User must have this EnterMedia permission, as listed in the Group Manager.
Action: (Not Recommended) An action is run dynamically to determine whether or not to grant permission
Page Property: Permission granted based on the contents of a page property
Page Value: Permission granted based on the contents of a page value
True/False: Permission is always granted (True) or denied (False)
Boolean Combination Conditions - have children conditions and specify the way to combine their children. For example, an 'And' condition with the children 'Group = administrators' and 'Permission = archive.addnewrecords' will only give permission if the user is in the administrators group AND has the permission 'archive.addnewrecords'. Below are the Boolean Combination Conditions available in EnterMedia:
And: Permission granted only if all children grant permission
Or: Permission granted if any children grant permission
Not: Permission granted if child would DENY permission
When the Permissions tab is opened, it reveals a list of the permissions for the parent category of the selected category. This listing gives the permissions' names, rules and conditions, actions available, and category tree path links. To add new permissions or override inherited permissions in a category, the following convenient methods have been set up in EnterMedia:
New Permissions
To add a new permission:
1. On the Permissions tab, GO TO and CLICK add new permission (at end of page)
2. Enter the name of the permission in the text box and CLICK ok
3. The new permission will appear at the top of the permissions list with its new name
To edit a new permission:
1. GO TO and CLICK edit (see above)
2. GO TO "Add Condition", under Rules and Conditions, and CHOOSE and CLICK the type
3. GO TO and CLICK ok
4. The condition type will appear, and prompt for a selection of a new condition
5. CHOOSE and CLICK a condition
6. GO TO and CLICK save OR GO TO and CLICK cancel to remove the condition OR CLICK the red x to remove the condition type
To remove a new permission:
1. CHOOSE the permission, then GO TO Actions and CLICK remove (see above)
2. A prompt will appear to confirm the action. GO TO and CLICK OK OR GO TO and CLICK cancel to cancel removal
Inherited Permissions
To override an inherited permission:
1. CHOOSE the desired permission and GO TO Actions and CLICK override
2. The revised listing for the override permission will appear in bold near the top of the permissions listing, with edit/remove options
TIP >>> The default permission will also remain in the permissions listing with its original settings.
To edit an override's condition:
1. GO TO the override permission, under Actions, and CLICK edit (see above)
2 The override permission's condition will automatically appear in the Permission text box
3. ENTER the desired text
4. GO TO and CLICK save OR GO TO and CLICK cancel to remove the edit
To delete an override's condition:
1. By the Permission text box, GO TO and CLICK the red X (above)
2. The "Add Condition" box will appear and prompt you to add a condition (see To Edit a New Permission, above)
To remove an override permission:
1. Follow the instructions for "To Remove a New Permission", above.
TIP >>> Only added or overridden permissions may be removed from a category.
Accessing the Permission Path - not recommended!!
This allows you to alter the fundamental permissions that EnterMedia is built on, which could have drastic consequences on the system. It is much safer to simply override a permission for the category.
1. GO TO and CLICK the permission path link
2. The path file will be highlighted in the File Manager (to the left
3. CLICK on the path file to access it
4. To access most recent file search, GO TO and CLICK jump to recent file (top of page)
5. To refresh list, GO TO and CLICK refresh list (end of page) - not recommended
TIP >>> This screen shows all of the permissions that are active in the category. Most or all of the permissions are inherited from other
parts of the system, or parent categories. It is possible to override the inherited permissions or add new permissions.
For more information about user permissions, see USERS AND GROUPS, below.
CAUTION! Although, the Path of a permission will take you to its settings, it is not recommended to edit or delete default permissions
for catalogs, as their settings assure appropriate usage of EnterMedia. Improperly changing the
settings of a permission may have undesired consequences for users of that category.
Move and Sort Tab - moving a category to new parent category
To move a category:
1. On the Move and Sort tab of the Category Editor, CHOOSE and CLICK the child category to move from the tree on the left (i.e., fish)
2. CHOOSE and CLICK the desired parent category from tree on the right (i.e., The Administrator)
3. CLICK save
4. The selected category from the left tree will now be a child of the parent category on the right tree
To sort categories alphabetically:
1. CHOOSE and CLICK the category to sort, from the tree on the right
2. GO TO and CLICK up or down arrow to sort
3. New order of categories will be displayed
Products Tab - not recommended - All product editing should be done on the record Details page
Images Tab - not recommended - These images are not used in EnterMedia
Options Tab - not recommended - These options are not used in EnterMedia
Products - not recommended - All product editing should be done on the record Details page
Files - not recommended - Editing the catalog files directly can be potentially dangerous
Orders - not recommended - EnterMedia does not use an order system
Reports - a useful too for generating reports of collected data on usage of EnterMedia
To generate a report:
1. From the Reports tab of Category Settings, GO TO Activity Reports
2. CHOOSE and CLICK a report tab (Searches, Downloads, Users or Edits)
3. ENTER data as required for the report and CLICK go (the example below is for a user report)
4. A report will be generated
To export to CSV (Comma Separated Value format):
1. GO TO and CLICK CSV export
If you think a report's data is incomplete or out of date:
1. GO TO and CLICK refresh (see above)
2. When prompt reads "Index complete", CLICK ok
Types of activity reports:
Searches - Reports on use of the search tools
User: Username of the user that performed the search
Query: Text used to perform the search
Hits: Number of results returned
Date: Date on which the search was performed
Downloads - Data on assets downloaded by users
User: Username of the user that downloaded an asset
File Name: Path to the file that was downloaded
Result: Whether or not the download was successful
Date: Date on which the download was performed
Users - Account managing and user activity
User: Username of the user involved
Action: Type of activity (i.e., user creation ('add'), and user log in ('login').
Date: Date of the action
Edits - Record of editing activity
User: User that performed the edit
Changes: Edits that were made to the record
Product: Record that was edited
Date: Date of the record edit
Administer - exporting and importing catalog data
Actions Tab - not recommended - for System-Admin functions only. Details in Chapter 9, Changing Settings (System Administrator)
Setup Fields Tab - not recommended for editing
Export Tab: allows export of data for a backup to restore later or to import into another EnterMedia system
To export data to CSV (Comma Separated Value format):
1. On the Administer tab of Catalog Settings, under GO TO and CLICK Export
2. Under Catalog Administration, CHOOSE and CLICK Products, Categories or Products/Categories
3. In the download box, CHOOSE and CLICK Open or Save and CLICK OK OR CLICK cancel to cancel download
4. This file can now be used on the Import screen
Import Tab: import data previously exported from the Export screen (for instance, when restoring a backup)
To import CSV (Comma Separated Value) data:
1. On the Administer tab of Catalog Settings, under GO TO and CLICK Export
2. Under Catalog Administration, CHOOSE CSV Product, CSV Category or CSV Products and Categories
3. GO TO and CLICK BROWSE to upload your data and information
4. GO TO and CLICK Import
TIP >> Once the upload is completed, the store search will automatically contain the new product data.
Settings Tab - not recommended for editing
CREATE A NEW CATALOG - not recommended - the default settings used to create a new catalog would not agree with the complex settings of installed catalogs in the system
1. From the main Settings tab, GO TO Name and ENTER a catalog name
2. GO To and CLICK create
3. CLICK on new catalog link
USERS AND GROUPS
Viewing, creating and setting up user accounts, groups and permissions:
User - An account gives a user access to EnterMedia. An account is specific to a single user and is assigned to one or more Groups.
Groups - A set of User Accounts that share a specific set of Permissions. A Group can also have custom properties which customize the way EnterMedia behaves for the members of the group.
Permissions - Groups are given specific Permissions. Permissions grant access to various actions within the system. Typical examples of groups with permissions are Administrators which are usually provided with full Permissions; Users which are often given data entry or editing Permissions; and Guests which may be given limited Permissions, such as view only.
For list of permissions and their definitions, see PERMISSIONS below.
Users - There are three steps to establishing an account for a new user:
1. Initiating the account request (by the user, through LDAP, or directly from the Administrator)
2. Creating the account (username and password)
3. Setting up permissions for the account by adding the user to a group
Initiating the Account Request Using the LDAP Notification System -
This requires that EnterMedia be properly configured to communicate with your network's LDAP server.
The requester will:
1. GO TO EnterMedia Log In and LOG IN using their Windows/LDAP alias
2. This creates a temporary user account, based on recognition by the server
3. In the text boxes, ENTER name, email address, department, reason for account request and CLICK OK
4. This sends an email notification to an authorization list
The Administrator will:
1. Receive an email with a link to the new user's entered information
2. Access this information and use Group Manager (below) to create a new account and set up the account in a group to allow permissions
3. A password notification email will be sent stating the account is approved, the new password and a link to EnterMedia with new permissions
Group Manager: Creating A User Account
This is where groups of users are managed and given permissions to access the catalogs of EnterMedia. Although the Administrator can add a new account using the User Manager, the Group Manager is recommended to initiate a new account. A new user must be assigned permissions in order to use EnterMedia, and permissions only come from groups. Group Manager assigns a username to the account and adds the new account to a group right away, therefore assigning user permissions. The User Manager is then used to create the password and set up the properties of the user account.
To access the Group Manager:
1. From the Settings tab, under Users and Groups, GO TO and CLICK on Group Manager
OR from anywhere in the Account Manager, GO TO and CLICK Groups tab
2. To add a new user account to a group, GO TO Group Search and ENTER an ID and/or Group Name in text boxes and CLICK go OR
CHOOSE and CLICK a Group link under Name
3. To view more groups, GO TO the end of the list and CLICK forward
4. To refresh the search data, GO TO the end of the list and CLICK reload search index
5. On the selected group page, GO TO 'Add a New User to This Group' and ENTER the new username
6. GO TO and CLICK add next to the box
7. This will take you to the User Manager (below)
User Manager: Assigning a Password
1. On the User Manager (above), under Account Information, GO TO and ENTER a password
2. GO TO and Retype password to confirm OR
leave both password fields blank to be assigned an automatically generated, random password
3. To finish creating the user account, GO TO and CLICK next OR to cancel the account before set up, CLICK cancel
4. The new account will appear on the screen
5. To send a password notification email stating the account is approved, the new password and a link to EnterMedia with new permissions, GO TO and CLICK send password
6. Once the notification email has been sent, a confirmation screen will appear
7. GO TO and CLICK ok to remove the confirmation notice
User Manager: Setting Up the User Account
1. GO TO Properties and ENTER first name, last name, email, unit and business requirement (required)
and screen name, telephone, job title and department (as needed)
2. GO TO end of page and CLICK save values
TIP >>> Properties help the Administrator manage user accounts and provide information to locate the user in User Search (see below).
If a username is chosen that already exists in EnterMedia, there will be a prompt to select a different username.
If password is randomly generated, it can be changed later using Change Password (see below)
To edit the value selection in the Unit list, see Chapter 5, Entering Meta-Data
Other Actions Using User Manager:
To access the User Manager:
1. From the Settings tab, under Users and Groups, GO TO and CLICK User Manager
OR from anywhere in the Account Manager, GO TO and CLICK Users tab
To find and view a user account:
1. On Users tab, GO TO User Search and ENTER one or more properties of the account in the boxes
2. CLICK go
3. Results of search will be displayed to the right of the Search box
4. CHOOSE a user account from the results list and CLICK on the username.
5. The user's account will appear on the screen
While viewing a user account, other actions can be performed.
To change the password of an account:
1. GO TO and CLICK change password (see above)
2. In the text boxes of the password screen, ENTER new password and then REENTER to confirm
3. To set new password, GO TO and CLICK finish OR to cancel new password, GO TO and CLICK cancel
4. When the password is changed, a confirmation screen will appear
5. To return to the user's account, GO TO and CLICK back to (account) details
To send account password to the user:
1. On the user account, GO TO and CLICK send password
2. A prompt at the top of the page will say "Password has been sent"
3. To confirm, CLICK ok next to prompt
4. This will resend you to the account details page
To delete the account from a group:
1. On the user account, GO TO 'In Group"
2. CHOOSE a group to remove from the account and CLICK remove
To add an account to another group:
1. On the user account, GO TO 'In Group'
2. GO TO the drop-down list and CHOOSE and CLICK a group
3. GO TO and CLICK add
To delete a user account:
1. On the user account, GO TO and CLICK delete user
2. To confirm delete, GO TO and CLICK yes OR to cancel delete, GO TO and CLICK no
3. A confirmation screen will appear
CAUTION! Once an account is deleted, it is no longer in the system.
To view or manage the members and permissions of the user account's group:
1. In the user account, under Groups, GO TO and CLICK the displayed group link to go to Groups OR
In Account Manager, GO TO and CLICK Groups tab (see Groups Manager, below)
To get HELP with User Manager:
1. On the user account, GO TO and CLICK HELP (at top of page)
TIP >>> Content of HELP may be edited, as needed, by Administrator, using OpenEdit's Content Management System (CMS). For more information, see Appendix B, OPEN EDIT CMS.
CAUTION >>> The Add New User button in User Manager is not recommended for creating a new user account. For an explanation, please refer to Group Manager: Creating A User Account.
Other Actions Using Groups Manager: searching, adding, deleting groups and managing their members
2. CLICK add
3. If successful, the user will show up in the list of members
4. If you do not know the username or email for a member, GO TO Users Tab and use Users Search to access the user account
To remove a user account from a Group:
1. From the group page, GO TO and CLICK on the username of the group member
2. On the user account, follow the instructions (User Manager) for removing an account from a group
TIP >>> If a user is removed or added to a group, the changes are instantaneous - just refresh the page, and no one needs to log out!
CAUTION >>> Make sure the user account is a member of at least one group, or the account will not have permissions to use EnterMedia.
To remove all members of a Group:
1. On the group page, under Members, GO TO and CLICK remove all members from group (see above)
2. A prompt will appear to confirm the removal
3. To confirm remove, CLICK ok or to cancel remove, CLICK cancel
CAUTION >>> Be certain of this action, as to reverse it, members will need to be reentered individually to the group.
Removing all members of a group does not delete that group. See "To Delete a Group", below.
To create a new Group:
1. GO TO and CLICK Add New Group at left of page
2. GO TO Group Name and ENTER a name for the new group
3. GO TO and CLICK finish
4. A confirmation screen will appear
TIP >>> The comment in the New Group box of ADD GROUP (above) refers to the "Notify of Edits" permission. To have members automatically notified of edits in EnterMedia by their group, check the "Notify of Edits" box in Permissions under Editing (see below).
To edit a Group:
1. GO TO Group Added and CLICK edit group (above)
2. Follow the instructions for adding a new or existing user account to a group (above)
until all new members are added
3. GO TO Permissions, and CHECK the boxes for Permissions that apply to the group (see explanations of Permissions below)
4. To remove a permission from a group, GO TO and CLICK the permission's box to "uncheck" it
4. CLICK save permissions (at end of list)
Chapter Summary:
Behind the scenes of the EnterMedia system, the SETTINGS tab takes the Administrator to important settings that can be used or changed for a variety of tasks. For managing a catalog or managing the EnterMedia accounts of users and groups, the sub-tabs under SETTINGS are where this is done.
As we learned in Chapter 5 - Entering Meta-Data, an asset record consists of several categories of data, defined by the record's catalog. Under Catalog Settings are a variety of critical functions for each catalog, including: setting up categories in the Category Tree, editing the information in a category through the Category Editor; changing category permissions through the Permissions tab and changing the conditions of a category permission through the Permissions Editor; and Move and Sort to move a category to another location.
The Reports tab lets you generate activity reports on the usage of EnterMedia; Export and Import to backup data in the EnterMedia system.
User Manager lets you manage individual user accounts on EnterMedia; Group Manager lets you create accounts for users and groups, and set permissions. The Admin tab allows export or import of user and group account data as a report.
CATALOG SETTINGS (RED TOOLBAR)
The functions under this heading allow the Administrator to work with a catalog to manage its categories, edit the categories, administer permissions for category access, move a category, generate activity reports on usage of EnterMedia, import and export catalog data for backup.
To access these settings:
1. GO TO and CLICK Settings tab
2. GO TO Catalog Settings and CHOOSE and CLICK a catalog name
3. Catalog Settings area for that catalog will automatically appear with the following tabs across the top of the page: Dashboard, Categories, Products, Files, Orders, Reports, Administer
4. GO TO and CLICK a tab
Below is a description of the Catalog Settings tabs and what they do:
Dashboard - not recommended - This provides little information pertaining to the EnterMedia function
Categories - This is an important tab for managing the categories of items that appear in Catalog Search (BROWSE). When you CLICK on a catalog in BROWSE, it displays the catalog's categories in the Category Tree to the left of the browse results. Categories of an individual record in a catalog can be viewed in the Category Tree of that record.
Using the Category Tree: managing categories
The Category Tree displays the categories that can be edited in the selected catalog. The categories are displayed as a cascade of folders. A category that has sub-categories, or categories under it, is known as a 'parent category'. Its sub-categories are known as 'children'.
When a category is selected from the Category Tree, it engages the Category Editor to its right.
To select an existing category to manage:
1. From Categories tab, GO TO the Category Tree and CLICK an existing category (folder)
2. The Category Editor for that category will appear to the right
To create a new category to manage:
1. From Categories tab, GO TO the Category Tree and CLICK the desired parent category
2. GO TO and CLICK Add New Child Category
3. The new child will appear under the parent
To show/hide category children :
1. GO TO a parent category and CLICK on the arrow to its left (the catalog does not have an arrow)
To delete a category:
1. CHOOSE a category
2. GO TO and CLICK Delete Selected Category (see above)
3. When prompted, verify your action by pressing OK OR to cancel the delete, GO TO and CLICK cancel
TIP >> Deleting a category will not delete the records that were in the category.
If you suspect the category tree is out of date, GO TO the end of the page and CLICK reload tree.
TIP >>> Until a new category is edited, it will be labeled "New Category" and it will automatically be assigned a Category ID.
Using the Category Editor: editing a category
When the Category Editor appears to the right of the Category Tree, it displays several function tabs: Edit Name, Properties, Permissions, Move and Sort, Products, Images, and Options. It opens on the Edit Name tab.
Edit Name Tab - allows changes to basic information about the category, as well as adds images to represent the category
To edit category information:
1. From the Edit Name tab of the Category Editor, ENTER the data for the category (Name, ID, Sort by, Short Description)
2. GO TO and CLICK save edits
1. GO TO and CLICK the preview link (see above)
To add category images:
1. GO TO and CLICK add new image (see above)
2. GO TO JPG Image box and CLICK selection, or CLICK Browse
3. When selected, GO TO and CLICK finish
TIP >>> Images will be saved to the directory thumb/, medium/ or original/ directory.
The image number will be appended to the file name such as -3.jpg.
Properties Tab - not recommended - By default, categories in EnterMedia have no need of properties, and any added properties will likely have no effect.
1. ENTER data in text boxes
2. To save your changes, CLICK Save Edits
3. To edit property fields, GO TO and CLICK edit category property fields
Permissions Tab - using the Permissions Editor for access to category permissions, rules and conditions, adding a permission, override
Background about Permissions
As we know, a catalog is made up of categories. A category has permissions that allow certain types of user accounts to access to that category. Permissions are granted based on certain conditions or requirements. A condition can be added to a permission when: the permission is currently void of conditions, or the category already has a permission condition that accepts children (see Using the Category Tree, above). Children of a parent category inherit the parent's permissions, but these can be changed by editing the conditions of the permissions.
There are two types of permission conditions - Value Conditions, and Boolean Combination Conditions:
Value Conditions - specify that a certain data field must have a specific value. For example, setting the 'Group' condition, below, to the value 'administrators' means that permission is granted only if the user is in the 'administrators' group. Below are the Value condition types available in EnerMedia:
Group: User must be in this group
User: User must have this username
User Permission: User must have this EnterMedia permission, as listed in the Group Manager.
Action: (Not Recommended) An action is run dynamically to determine whether or not to grant permission
Page Property: Permission granted based on the contents of a page property
Page Value: Permission granted based on the contents of a page value
True/False: Permission is always granted (True) or denied (False)
Boolean Combination Conditions - have children conditions and specify the way to combine their children. For example, an 'And' condition with the children 'Group = administrators' and 'Permission = archive.addnewrecords' will only give permission if the user is in the administrators group AND has the permission 'archive.addnewrecords'. Below are the Boolean Combination Conditions available in EnterMedia:
And: Permission granted only if all children grant permission
Or: Permission granted if any children grant permission
Not: Permission granted if child would DENY permission
When the Permissions tab is opened, it reveals a list of the permissions for the parent category of the selected category. This listing gives the permissions' names, rules and conditions, actions available, and category tree path links. To add new permissions or override inherited permissions in a category, the following convenient methods have been set up in EnterMedia:
New Permissions
To add a new permission:
1. On the Permissions tab, GO TO and CLICK add new permission (at end of page)
To edit a new permission:
1. GO TO and CLICK edit (see above)
2. GO TO "Add Condition", under Rules and Conditions, and CHOOSE and CLICK the type
3. GO TO and CLICK ok
4. The condition type will appear, and prompt for a selection of a new condition
5. CHOOSE and CLICK a condition
6. GO TO and CLICK save OR GO TO and CLICK cancel to remove the condition OR CLICK the red x to remove the condition type
To remove a new permission:
1. CHOOSE the permission, then GO TO Actions and CLICK remove (see above)
2. A prompt will appear to confirm the action. GO TO and CLICK OK OR GO TO and CLICK cancel to cancel removal
Inherited Permissions
To override an inherited permission:
1. CHOOSE the desired permission and GO TO Actions and CLICK override
2. The revised listing for the override permission will appear in bold near the top of the permissions listing, with edit/remove options
TIP >>> The default permission will also remain in the permissions listing with its original settings.
To edit an override's condition:
1. GO TO the override permission, under Actions, and CLICK edit (see above)
2 The override permission's condition will automatically appear in the Permission text box
3. ENTER the desired text
4. GO TO and CLICK save OR GO TO and CLICK cancel to remove the edit
To delete an override's condition:
1. By the Permission text box, GO TO and CLICK the red X (above)
2. The "Add Condition" box will appear and prompt you to add a condition (see To Edit a New Permission, above)
To remove an override permission:
1. Follow the instructions for "To Remove a New Permission", above.
TIP >>> Only added or overridden permissions may be removed from a category.
Accessing the Permission Path - not recommended!!
This allows you to alter the fundamental permissions that EnterMedia is built on, which could have drastic consequences on the system. It is much safer to simply override a permission for the category.
1. GO TO and CLICK the permission path link
2. The path file will be highlighted in the File Manager (to the left
3. CLICK on the path file to access it
4. To access most recent file search, GO TO and CLICK jump to recent file (top of page)
5. To refresh list, GO TO and CLICK refresh list (end of page) - not recommended
TIP >>> This screen shows all of the permissions that are active in the category. Most or all of the permissions are inherited from other
parts of the system, or parent categories. It is possible to override the inherited permissions or add new permissions.
For more information about user permissions, see USERS AND GROUPS, below.
CAUTION! Although, the Path of a permission will take you to its settings, it is not recommended to edit or delete default permissions
for catalogs, as their settings assure appropriate usage of EnterMedia. Improperly changing the
settings of a permission may have undesired consequences for users of that category.
Move and Sort Tab - moving a category to new parent category
To move a category:
1. On the Move and Sort tab of the Category Editor, CHOOSE and CLICK the child category to move from the tree on the left (i.e., fish)
2. CHOOSE and CLICK the desired parent category from tree on the right (i.e., The Administrator)
3. CLICK save
4. The selected category from the left tree will now be a child of the parent category on the right tree
To sort categories alphabetically:
1. CHOOSE and CLICK the category to sort, from the tree on the right
2. GO TO and CLICK up or down arrow to sort
3. New order of categories will be displayed
Products Tab - not recommended - All product editing should be done on the record Details page
Images Tab - not recommended - These images are not used in EnterMedia
Options Tab - not recommended - These options are not used in EnterMedia
Products - not recommended - All product editing should be done on the record Details page
Files - not recommended - Editing the catalog files directly can be potentially dangerous
Orders - not recommended - EnterMedia does not use an order system
Reports - a useful too for generating reports of collected data on usage of EnterMedia
To generate a report:
1. From the Reports tab of Category Settings, GO TO Activity Reports
2. CHOOSE and CLICK a report tab (Searches, Downloads, Users or Edits)
4. A report will be generated
To export to CSV (Comma Separated Value format):
1. GO TO and CLICK CSV export
If you think a report's data is incomplete or out of date:
1. GO TO and CLICK refresh (see above)
2. When prompt reads "Index complete", CLICK ok
Types of activity reports:
Searches - Reports on use of the search tools
User: Username of the user that performed the search
Query: Text used to perform the search
Hits: Number of results returned
Date: Date on which the search was performed
Downloads - Data on assets downloaded by users
User: Username of the user that downloaded an asset
File Name: Path to the file that was downloaded
Result: Whether or not the download was successful
Date: Date on which the download was performed
Users - Account managing and user activity
User: Username of the user involved
Action: Type of activity (i.e., user creation ('add'), and user log in ('login').
Date: Date of the action
Edits - Record of editing activity
User: User that performed the edit
Changes: Edits that were made to the record
Product: Record that was edited
Date: Date of the record edit
Administer - exporting and importing catalog data
Actions Tab - not recommended - for System-Admin functions only. Details in Chapter 9, Changing Settings (System Administrator)
Setup Fields Tab - not recommended for editing
Export Tab: allows export of data for a backup to restore later or to import into another EnterMedia system
To export data to CSV (Comma Separated Value format):
1. On the Administer tab of Catalog Settings, under GO TO and CLICK Export
2. Under Catalog Administration, CHOOSE and CLICK Products, Categories or Products/Categories
3. In the download box, CHOOSE and CLICK Open or Save and CLICK OK OR CLICK cancel to cancel download
4. This file can now be used on the Import screen
Import Tab: import data previously exported from the Export screen (for instance, when restoring a backup)
To import CSV (Comma Separated Value) data:
1. On the Administer tab of Catalog Settings, under GO TO and CLICK Export
2. Under Catalog Administration, CHOOSE CSV Product, CSV Category or CSV Products and Categories
3. GO TO and CLICK BROWSE to upload your data and information
4. GO TO and CLICK Import
TIP >> Once the upload is completed, the store search will automatically contain the new product data.
Settings Tab - not recommended for editing
CREATE A NEW CATALOG - not recommended - the default settings used to create a new catalog would not agree with the complex settings of installed catalogs in the system
1. From the main Settings tab, GO TO Name and ENTER a catalog name
2. GO To and CLICK create
3. CLICK on new catalog link
USERS AND GROUPS
Viewing, creating and setting up user accounts, groups and permissions:
User - An account gives a user access to EnterMedia. An account is specific to a single user and is assigned to one or more Groups.
Groups - A set of User Accounts that share a specific set of Permissions. A Group can also have custom properties which customize the way EnterMedia behaves for the members of the group.
Permissions - Groups are given specific Permissions. Permissions grant access to various actions within the system. Typical examples of groups with permissions are Administrators which are usually provided with full Permissions; Users which are often given data entry or editing Permissions; and Guests which may be given limited Permissions, such as view only.
For list of permissions and their definitions, see PERMISSIONS below.
Users - There are three steps to establishing an account for a new user:
1. Initiating the account request (by the user, through LDAP, or directly from the Administrator)
2. Creating the account (username and password)
3. Setting up permissions for the account by adding the user to a group
Initiating the Account Request Using the LDAP Notification System -
This requires that EnterMedia be properly configured to communicate with your network's LDAP server.
The requester will:
1. GO TO EnterMedia Log In and LOG IN using their Windows/LDAP alias
2. This creates a temporary user account, based on recognition by the server
3. In the text boxes, ENTER name, email address, department, reason for account request and CLICK OK
4. This sends an email notification to an authorization list
The Administrator will:
1. Receive an email with a link to the new user's entered information
2. Access this information and use Group Manager (below) to create a new account and set up the account in a group to allow permissions
3. A password notification email will be sent stating the account is approved, the new password and a link to EnterMedia with new permissions
Group Manager: Creating A User Account
This is where groups of users are managed and given permissions to access the catalogs of EnterMedia. Although the Administrator can add a new account using the User Manager, the Group Manager is recommended to initiate a new account. A new user must be assigned permissions in order to use EnterMedia, and permissions only come from groups. Group Manager assigns a username to the account and adds the new account to a group right away, therefore assigning user permissions. The User Manager is then used to create the password and set up the properties of the user account.
To access the Group Manager:
1. From the Settings tab, under Users and Groups, GO TO and CLICK on Group Manager
OR from anywhere in the Account Manager, GO TO and CLICK Groups tab
2. To add a new user account to a group, GO TO Group Search and ENTER an ID and/or Group Name in text boxes and CLICK go OR
CHOOSE and CLICK a Group link under Name
3. To view more groups, GO TO the end of the list and CLICK forward
4. To refresh the search data, GO TO the end of the list and CLICK reload search index
5. On the selected group page, GO TO 'Add a New User to This Group' and ENTER the new username
7. This will take you to the User Manager (below)
User Manager: Assigning a Password
1. On the User Manager (above), under Account Information, GO TO and ENTER a password
2. GO TO and Retype password to confirm OR
leave both password fields blank to be assigned an automatically generated, random password
3. To finish creating the user account, GO TO and CLICK next OR to cancel the account before set up, CLICK cancel
4. The new account will appear on the screen
5. To send a password notification email stating the account is approved, the new password and a link to EnterMedia with new permissions, GO TO and CLICK send password
6. Once the notification email has been sent, a confirmation screen will appear
7. GO TO and CLICK ok to remove the confirmation notice
User Manager: Setting Up the User Account
1. GO TO Properties and ENTER first name, last name, email, unit and business requirement (required)
and screen name, telephone, job title and department (as needed)
2. GO TO end of page and CLICK save values
TIP >>> Properties help the Administrator manage user accounts and provide information to locate the user in User Search (see below).
If a username is chosen that already exists in EnterMedia, there will be a prompt to select a different username.
If password is randomly generated, it can be changed later using Change Password (see below)
To edit the value selection in the Unit list, see Chapter 5, Entering Meta-Data
Other Actions Using User Manager:
To access the User Manager:
1. From the Settings tab, under Users and Groups, GO TO and CLICK User Manager
To find and view a user account:
1. On Users tab, GO TO User Search and ENTER one or more properties of the account in the boxes
2. CLICK go
3. Results of search will be displayed to the right of the Search box
5. The user's account will appear on the screen
TIP >>> Only one property is required to initiate a search - the more properties entered, the more narrow will be the search.
While viewing a user account, other actions can be performed.
To change the password of an account:
1. GO TO and CLICK change password (see above)
2. In the text boxes of the password screen, ENTER new password and then REENTER to confirm
3. To set new password, GO TO and CLICK finish OR to cancel new password, GO TO and CLICK cancel
4. When the password is changed, a confirmation screen will appear
To send account password to the user:
1. On the user account, GO TO and CLICK send password
2. A prompt at the top of the page will say "Password has been sent"
4. This will resend you to the account details page
To delete the account from a group:
1. On the user account, GO TO 'In Group"
2. CHOOSE a group to remove from the account and CLICK remove
To add an account to another group:
1. On the user account, GO TO 'In Group'
2. GO TO the drop-down list and CHOOSE and CLICK a group
3. GO TO and CLICK add
To delete a user account:
1. On the user account, GO TO and CLICK delete user
2. To confirm delete, GO TO and CLICK yes OR to cancel delete, GO TO and CLICK no
CAUTION! Once an account is deleted, it is no longer in the system.
To view or manage the members and permissions of the user account's group:
1. In the user account, under Groups, GO TO and CLICK the displayed group link to go to Groups OR
In Account Manager, GO TO and CLICK Groups tab (see Groups Manager, below)
To get HELP with User Manager:
1. On the user account, GO TO and CLICK HELP (at top of page)
TIP >>> Content of HELP may be edited, as needed, by Administrator, using OpenEdit's Content Management System (CMS). For more information, see Appendix B, OPEN EDIT CMS.
CAUTION >>> The Add New User button in User Manager is not recommended for creating a new user account. For an explanation, please refer to Group Manager: Creating A User Account.
Other Actions Using Groups Manager: searching, adding, deleting groups and managing their members
To search for an existing Group:
1. From the Groups tab in Account Manager, GO TO Group Search and ENTER ID and/or Group Name in text boxes and CLICK go
OR CHOOSE from list below Group Search and CLICK on group link
To add an existing user account to a Group:
1. On the group page, GO TO 'Add by email or username' and ENTER data
2. CLICK add
4. If you do not know the username or email for a member, GO TO Users Tab and use Users Search to access the user account
To remove a user account from a Group:
1. From the group page, GO TO and CLICK on the username of the group member
2. On the user account, follow the instructions (User Manager) for removing an account from a group
TIP >>> If a user is removed or added to a group, the changes are instantaneous - just refresh the page, and no one needs to log out!
CAUTION >>> Make sure the user account is a member of at least one group, or the account will not have permissions to use EnterMedia.
To remove all members of a Group:
1. On the group page, under Members, GO TO and CLICK remove all members from group (see above)
2. A prompt will appear to confirm the removal
CAUTION >>> Be certain of this action, as to reverse it, members will need to be reentered individually to the group.
Removing all members of a group does not delete that group. See "To Delete a Group", below.
To create a new Group:
1. GO TO and CLICK Add New Group at left of page
4. A confirmation screen will appear
TIP >>> The comment in the New Group box of ADD GROUP (above) refers to the "Notify of Edits" permission. To have members automatically notified of edits in EnterMedia by their group, check the "Notify of Edits" box in Permissions under Editing (see below).
To edit a Group:
1. GO TO Group Added and CLICK edit group (above)
2. Follow the instructions for adding a new or existing user account to a group (above)
until all new members are added
3. GO TO Permissions, and CHECK the boxes for Permissions that apply to the group (see explanations of Permissions below)
4. To remove a permission from a group, GO TO and CLICK the permission's box to "uncheck" it
4. CLICK save permissions (at end of list)
TIP >>> Group permissions themselves cannot be changed per directory, but the conditions of the permissions in that directory can be. For more information on changing the conditions of a permission, see Permissions Tab, above.
To delete a Group:
1. GO TO and CLICK delete group (top of page)
Custom Group Properties - this section not recommended. Creates special properties for a group, which are not needed for EnterMedia groups
Permissions -
Permissions are cumulative across groups, meaning there are basic permissions automatically applied for all user accounts and additional permissions applied to other groups. No one permission excludes another and people can be in more than one group. Permissions functions can also be changed on a directory by directory basis, although this is not recommended as EnterMedia settings are complex.
The following permissions are used in the EnterMedia system:
EnterMedia:
Edit Albums - The Albums tab (Saving a collection of records into an Album)
Search - The Search tab
Browse - The Browse tab
View Reports - The Reports tab
Add New Records/Upload - The Add New Record link and the Upload tab
Settings - The Settings area, which includes category settings and the Account Manager
Multi Record Edit - Ability to edit multiple records at once
Archive:
Archive View - Allows this group to access a Digital Assets Management (archive) catalog.
Edit Assets - Allows access to the Asset Editor tool for uploading and mounting new assets.
Uploads - Allows users to upload new digital assets to a existing catalog using the Assets Editor.
Search Box - Make the Quick Search box visible. Quick Search is the box located on the toolbar.
Advanced Search - Use the Advanced Search dialog, allowing to do fine-grain searching for assets.
View Details - View an asset's detailed information
View Advanced Details - View an asset's advanced details
Preview - View an asset's preview
Download Zip - Download many assets in one ZIP file, like colletion baskets or folders
Force Watermark - Previews for assets must be watermarked
Conversions - The user can download the asset in many sizes and qualities
Direct Download - Provides a link to easily download the asset
Collections - Use collection baskets
Save Collection - Modify a collection basket
Category Browser - Browse the categories tree
Select Category - Show the category selection dialog (deprecated)
Results Filter - Filter search results
Archive Admin - Administrate the archive: re-index assets and orders, edit assets and categories,
import and export data, get reports
Record Editing - Edit product details
Allow Voting - Enable voting for assets
Capture History - Forces this group to enter usage history before downloading through the Collection Basket
View History - Allows this group to see usage history information for assets.
Edit Saved Queries - This permission allows users to add and edit saved queries.
Delete Saved Queries - This permission allows users to delete saved queries.
View Saved Queries - This permission allows users to view saved queries ONLY.
Create RSS Feeds - This permission allows users to see the RSS Feed Icon and allows them to create an RSS Feed from a Saved Search.
Store:
Store Manager - Access to the Catalog Manager
Editing (see Appendix B: OpenEdit Content Management System:
Edit Pages - This is the main edit permission for the web site. Works with the 'canedit' permission to show pencils
Admin Toolbar - Show or hide the main openedit toolbar. If you cannot see the toolbar you can still navigate to the /openedit directory
File Manager - Allow this group to get into the File Manager tool /openedit/files/index.html</permission>
Upload New File - Allows this group to upload file via the File Manager</permission>
Links and Menus - Allows visual editing of links.xml for use with menu\'s and building site maps</permission>
Account Manager - Allows editing of users and groups</permission>
Languages - Allows the user to edit the list of languages and translate web pages</permission>
View Workflow - Allows the user to view a list of recently edited pages that are awaiting approval</permission>
Notification - Show or hide the recent edits page that will email a list the last 50 edits</permission>
Recent Edits - View the last 50 edits made to a page</permission>
Change Layout - Use a tool to change the main layout of your web site</permission>
Update Site - Use a tool to list all the versions of your web site components and upgrade them</permission>
Advanced Editor - Enable users to use the full toolbar of editing such as color and HTML forms</permission>
Advanced Settings - Enable users to visually change the layout and properties on any xconf configuration file</permission>
Notify of Edits - This group will be notified once a day with a list of pages that were edited</permission>
Notify of Errors - This group will be notifed via email when there is any error on the web site</permission>
Draft Stage - Allows this group to approve drafts</permission>
Ready Stage - Allows this group to approve to a second level of readyness</permission>
Final Stage - Allows this group to approve for public use any page that was edited</permission>
Edit All Files - This is a super user mode and allows this group to edit any page regardless of other permissions</permission>
Direct Edits - This group can bypass the draft and approve stages of editing</permission>
To add or delete Permissions within a Group:
1. CHOOSE and CLICK the box next to the Permission you wish to change
2. CLICK Save Permissions.
TIP >>> On the Groups page, hovering over a permission tells what it does.
CAUTION! The permissions for the 12 Groups (see PERMISSIONS above) are set, and should not be changed.
Custom Group Property - not recommended - Creates special properties for a group, which are not needed for EnterMedia groups
Admin Tab - System Administration actions - Group Import, User Import or Export of group and user data
For Group Import and User Import:
1. In Account Manager, GO TO and CLICK admin tab
2. CHOOSE and GO TO Group Import or User Import
4. CLICK ok
5. A report will be generated and displayed
3. To view user input format for the report, GO TO and CLICK defined here (see above)
4. To edit the scripts used to import groups or users, GO TO and CLICK the script (see above)
To Export users information to CVS (spreadsheet) format:
1. GO TO the Export box and CLICK All Users
2. In the download box, GO TO and CLICK Open or Save and CLICK OK
Last Updated: Fri Oct 23 10:07:58 EDT 2009